The Events Coordinator at Galpin Motors is responsible for planning, organizing, and hosting all Galpin events, from intimate VIP dinners to large-scale parties. This role involves managing event logistics, budgets, vendors, and on-site production, as well as tracking event performance and engaging with the community to bring in new business. The coordinator works closely with the social media team and management to ensure each event reflects the company's culture and creative vision.

Responsibilities

Maintain event calendar
Identify, Plan, Prepare and Host all Galpin events
Manage event set up, break down, on-site production, ensure safety protocols are met
Track and report event performance, including attendance, customer engagement, and return on investment
Oversee guest management and on-site hosting to ensure a premium, high-quality experience at every touchpoint.
Strong sense for culture and trends with the ability to turn creative ideas into executable event concepts
Develop and maintain a comprehensive project file for each event.
Create and maintain a budget sheet to project each event’s unique expenses.
Draft staffing plans and on the ground schedules for event days
Log vendors used for the event
Create and manage event layout
Constantly review current vendors and research suggested new ones
Obtain proposals for review of new vendors and current ones
Stay up to date with community events
Prepare summaries of said events – availability, costs and capacities
Maintain constant communication with management team on events and inquiries
Network
Engage prospective clients to bring in new business
Engage with the community and build relationships
Research and scout outside venues for outside Galpin events; maintain a report of these locations
Create and maintain an event request spreadsheet
Maintain client-vendor relationships
Research emerging event technologies
Create, maintain and regularly update a customer VIP list
Work closely with the social media team to highlight events

Requirements

Event coordination experience
Excellent organization skills including proficiency in electronic record keeping (excel or google sheets)
Excellent customer service and servant’s attitude
Professional work ethic and high integrity
Creativity and passion for event planning
Strong problem solving and follow up skills

Benefits

Full Benefits after 30 days of employment
401k eligible + company match
Paid vacation and sick time
Vehicle Purchase Discounts
20% off at all our Restaurant Locations
Employee Referral Bonus Eligible
Advancement opportunities
Custom tailored onboarding and cross training programs