Event Registration & Volunteer Coordinator

Social Enterprises, Inc. is committed to driving action through impact events for non-profits and social cause-focused organizations. We believe in the power of community and in changing the world with our actions. Visit our website at https://www.socialenterprisesinc.com/ to learn more about our projects.Strong customer service skills are a must along with exceptional attention to detail, organization and responsiveness.. This is full-time position with a starting wage of $50,000 plus benefits to include medical, dental, retirement savings with match, PTO, and paid holidays.Please email resume and cover letter to jobs@socialenterprisesinc.com, with Event Registration & Volunteer Coordinator in the subject line. Social Enterprises is an Equal Opportunity Employer.Job DescriptionEvent Coordinator will provide event and attendee registration and volunteer support for Social Enterprises events. It is essential that the coordinator is highly detail oriented, organized, communicates effectively, and has good customer service skills. Coordinator should be comfortable handling registration for conferences for approximately 500 to 2500 attendees, and working as the volunteer coordinator lead for each conference.Job ResponsibilitiesRegistration CoordinationUtilize, update and create event registration forms using set registration checklist, outlining best practice considerations for every event.Set-up and ensure registration has data elements required by client, including custom questions (will vary by client)Create registration pricing to get input and approval from client before registration goes liveDevelop and maintain registration websites using online event management software (Swoogo, Zoom) for events assignedManage registration processes including entering/modifying registration data, producing reports and registration listsAssist and respond to attendee inquiries via phone and email in a timely manner (24-hour response time or less)Registration reporting – includes sending registration reports and results to client at regular intervals, as dictated by client statement of work. Create custom registration reports in best practice template for each event.Maintain best practice standards for registration rules/parameters (early bird rates and dates, refund and exception policies etc.) based on experience and past year registration data analysisOversee event registration including responding to attendee's questions, making registration changes and providing updates to team members and clientsOrganize and coordinate badge printing pre-event. Be able to mail merge documents successfully to send to name badge printing partner. Able to work with QR codes.Work with graphic designer to create badge design templates for each event to meet each event badge requirementsReview registration signage needs for each eventOversee shipping/packing of event and registration materials for each eventTrack and create registration discount codes for each eventOnsite Set-Up/CoordinationDeliver great customer service by working seamlessly with attendees and clients pre-event and onsiteManage onsite setup of registration and dissemination of all materialsPrepare FAQ and training instructions for registrationSet-up equipment, test, and operate equipment onsite (printers, computers)Print final registration reports and have them accessible to the team onsiteKeep a daily desk log and ensure that any outstanding questions get answeredAssist in coordinating break schedules for staff at registrationKeep registration area professional and tidy at all timesManage best practice onsite event supply list and order event suppliesWork with event team to ensure registration runs smoothly onsite including onsite registrationTrack check-in/historical data for client for registrationAssist onsite with other aspects of event, as needed/directed by Event ManagerVolunteer CoordinationCreate and lead coordination of volunteer application and FAQ page to be posted to website and promoted in emailsCreate volunteer staffing grid and ensure all required areas of the event are fully staffed with volunteersDevelop and manage volunteer applications, registration, and schedulingAssign volunteers to roles and shifts based on event needs and volunteer availabilityCommunicate clearly and consistently with volunteers regarding expectations, schedules, and responsibilitiesCreate and coordinate of volunteer shift selection and volunteer confirmation emailOversee volunteer staffing grid in Project ReportTrack volunteers for each event (include feedback on individual volunteers)Lead coordination of volunteer job roles/execution onsiteServe as the main point of contact for volunteers during the conferenceCoordinate check-in/check-out processes and track volunteer hoursCollaborate with event staff, vendors, and venue partners to ensure adequate volunteer coverageHandle last-minute schedule changes and troubleshoot staffing needsEnsure volunteers feel supported, informed, and appreciatedTrain volunteers onsite for each roleEvent Coordination/ReportingCoordinate event timeline and upload event milestones into timeline management systemUpdate event project reports on a daily basisCreate and update event attendee surveysSchedule required client meetings on calendars and create meeting notes/recap documentsAdd meeting recap action items/milestones into timeline tracking system for each team memberCreate and coordinate registration and volunteer post-event recap/report for assigned eventsCoordinate event inventory of required supplies prior to and following each eventReview and ensure all event logistics and registration information is up to date on all event websitesActively use company systems to manage projects via company tools Basecamp and Google DriveDaily project hour reporting/tracking is required via Harvest time tracker Client MeetingsAttend and take meeting recap notes in all client project update meetings, to report to team on action items and ensure on-time delivery from assigned teamUpload all action items/deliverables outlined in meetings to timeline tracking systemsSkills and Abilities RequiredTwo years of administrative, customer service, hospitality or event logistics preferred.Knowledge and skills using event registration software (Swoogo or similar software)Intermediate to advanced Microsoft office skills (word, excel, PowerPoint)Ability to work occasional evenings, weekends, and holidaysDomestic travel is part of this job; comfortable traveling and being onsite Comfortable using Google Sheets, Google Drive, Microsoft Word, and Outlook (desktop and mobile)Exceptionally detail-oriented and organized, ensuring quality and consistent outputCareful time management and project management skills to ensure projects stay within labor allocationStrong written and verbal communication, able to deliver clear, concise information tailored to specific and varied audiencesAbility to communicate professionally and explain event best practices to a wide range of clientsStrong initiative to drive project independently while tracking and communicating effectively with teamAbility to maintain a professional attitude and work independently in a fast-paced changing environmentAbility to communicate in a productive and professional manner with all co-workers, managers and team members; actively contribute in a positive manner during meetings with staff and business partnersAbility to handle multiple projects simultaneously with easeMaintain a strict level of confidentiality and track financial funds collected through event management sites