Event Coordinator

Job TypeFull-timeDescriptionPosition SummaryThe Event Coordinator works with new and existing clients to ensure the successful preparation and coordination of transportation services, manifest management, and overall event logistics.Daily responsibilities include responding to emails and phone calls, providing pricing and availability for events, and coordinating chauffeur dispatch. Additional duties may include locating chauffeurs or passengers, monitoring customer service and on-time performance, tracking flights and check-in times, overseeing routes, updating call logs, and accurately recording reservation details.The Event Coordinator is responsible for managing client reservations, including entering bookings into the system, as well as modifying or canceling reservations per client requests. This role also involves offering appropriate pricing options and planning transportation for a variety of needs, including corporate travel, group events, meetings, and conventions. Weekend availability is required.As a critical member of the event planning team, the Event Coordinator plays a vital role in ensuring events of all sizes run smoothly and successfully. Responsibilities may vary depending on the scope and complexity of each event.The Event Coordinator must demonstrate strong written and verbal communication skills, as they regularly interact with clients, attendees, and internal teams. This role is responsible for handling inquiries, responding to calls and emails, and ensuring all stakeholders have accurate and timely information.The Event Coordinator delivers their commitments, stay within the budget, confirm pricing, acquire pre-payment when applicable and meet the organization’s expectations. The process may include creating vendor contracts, communicating with vendors, and ensuring that vendors’ payments are made on time.Office & Daily ResponsibilitiesDuties include, but are not limited to the following:Create, maintain, and organize files and program documentationAnswer phones and respond to inquiries via phone and email in a timely, professional mannerMonitor and manage Group and Wedding email inboxesPerform manifest management and accurate data entryEnter, update, and maintain group and wedding reservationsQuote and book over-the-road transportation reservationsAssist in the preparation and presentation of client proposalsConduct quality assurance for existing clients, including follow-ups (thank-you notes, surveys, etc.)Investigate and resolve service issues; escalate as neededReview incoming customer data to ensure completeness and accuracyOperations & Event CoordinationOversee daily transportation operations to support eventsEnsure all operations meet service agreements, contracts, and client expectationsCoordinate all logistical aspects of events, including transportation and accommodationsMonitor chauffeur performance and report compliments, issues, or service deficienciesTrack operational performance through reporting and data analysis (customer profiles, cost, service levels)Ensure timely execution of all transportation and event-related activitiesResolve day-to-day operational challenges and escalate when appropriateBuild and maintain strong client relationships; identify opportunities to upsell and secure repeat businessProvide on-site or remote support to clients and guests during eventsAdministrative & CollaborationSupport efficient communication and coordination across teamsProvide recommendations and guidance to improve processes and client experienceContribute to marketing and promotional efforts as neededPerform additional duties as assigned by managementCompensation & BenefitsCompensation is based on experience and paid at an agreed-upon hourly rate.Full-time Employees Are Eligible For:Paid time off (PTO) accrualHealth insurance (eligible after 30 days)Employer-paid Basic Term Life Insurance ($15,000)Optional enrollment in Dental, Vision, Critical Illness, Accident, and additional Term Life plans401(k) plan with employer match (eligible after 90 days)RequirementsWork EnvironmentOnsite position (remote work not available)Requirements:High School DiplomaExcellent written and verbal communication skills, including proofreadingStrong customer service orientation with high standards for qualityPrevious call center or event planning experience preferredProficiency in Microsoft Office (Word, Excel, PowerPoint), email, and web-based toolsHighly organized with strong time management and multitasking abilitiesAbility to exercise sound judgment, discretion, and maintain confidentialityDetail-oriented with the ability to meet deadlines in a fast-paced environmentCapable of working both independently and collaborativelyFlexible schedule, including availability outside standard business hours (Monday–Friday, 9:00 AM–5:00 PM)Strong problem-solving and decision-making skillsAbility to manage multiple projects simultaneouslyFamiliarity with event planning software and basic marketing strategies preferredAdaptable to seasonal workload fluctuations