Event Coordinator - Oxford Companies : Job Details

DescriptionJob SummaryThe Event Coordinator will be responsible for planning, executing and generating a wide range of corporate and private events, ensuring all elements align with client expectations and objectives. This role requires coordination with vendors, suppliers, and venue management to secure necessary resources and services, along with managing budgets to meet financial targets. The Event Coordinator will need to oversee all event logistics, ensuring compliance with health and safety standards. Strong organizational skills, excellent communication, the ability to multitask under pressure, and proficiency in event management tools are essential. Knowledge in marketing, public relations, and a creative mindset are considered assets.JOB DUTIES:

• Conducts short- and long-term planning and management for events.
• Develops, recommends, and approves budgets, marketing and merchandising plans, audio-video components, speaker and guest logistics, safety and security, participant services, and other aspects of events.
• Conduct telemarketing and sales activities to generate leads and drive sales - utilize the event /venue knowledge to effectively demonstrate and sell the event ideas to customers
• Builds relationships with vendors and other business partners by researching and contracting with qualified, high-value service providers and nurturing partnerships with other organizations and businesses.
• Conceives of and assembles creative and innovative event themes and attractions to enhance event experiences and goals.
• Books and inspects banquet and catering functions, hotel accommodations, meeting facilities, and other spaces necessary for events.
• Hires, trains, mentors, and supervises event staff, and leads the events team to achieve organizational goals by working seamlessly with other departments and outsourced service providers to host effective and inspiring events.
• Administers other events department functions, such as budgeting, planning, purchasing, sales, marketing, scheduling, inventory, procurement, and overseeing vendor payments.
• Attends industry events and seminars and keeps up with trends and best practices in the events planning industry.

SUPERVISORY RESPONSIBILITIES:The position does not directly supervise any other personnel. JOB REQUIREMENTS:

• Meeting and event management or hospitality management degree a plus
• 1-2 year's experience in an event or catering environment, supervisory experience preferred
• Proven experience in sales, preferably in event/ venue sales - Strong understanding of event/venue processes - Ability to work independently and as part of a team - Prior experience in event/venue sales is advantageous If you are a motivated individual with a passion for sales and eager to learn the event/venue sales, we encourage you to apply for this exciting opportunity as a Sales Representative
• 1-2 years of experience as event coordinator or similar role
• Portfolio of successful events
• Sense of ownership and pride in your performance and its impact on company's success
• Critical thinker and problem-solving skills
• Ability to close on business and upsell
• Team player
• Good time-management and organizational skills
• Great interpersonal and communication skills
• BA in hospitality management, public relations or similar relevant field

Additional Job Duties

• Perform research in order to gain deep understanding of different requirements and details of each event
• Plan and organize events in accordance with financial and time restraints
• Research and book appropriate venues
• Develop and drive marketing event project plans from inception to completion.
• Plan, schedule and organize time slots and speakers at the event
• Meet with clients and coordinate with them regularly
• Promoting events via social media channels.
• Look for and compare different vendors (catering, decorators, musicians etc.)
• Negotiate with vendors
• Hire, train and oversee staff
• Evaluate personnel
• Handle, coordinate and oversee all event operations
• Track the overall even expenses regularly
• Carefully supervise event preparation activities
• Offer solutions to resolve problems in a timely manner
• Analyze and evaluate event's results