The Event Coordinator is responsible for coordinating and executing high-quality events and meetings within the company's office. The role serves as a point of contact for internal groups hosting large meetings, consulting on event requirements, budgets, room setups and logistics, and maintaining planning checklists and timelines. The coordinator works closely with the catering team, corporate events team, office services team and facilities team to ensure events run seamlessly, including vendor management, permits, insurance certificates and post-event resets. The position also involves budget tracking, financial reporting, quality control and post-event evaluations to ensure client satisfaction.

Responsibilities

Serve as a point of contact for key groups within the Firm hosting large meetings and events.
Consult with internal clients to understand their event requirements, goals, and budget constraints after it’s been entered into EMS.
Provide expert guidance on event planning, including menu selection, room setup, and logistics.
Develop and maintain a comprehensive event planning checklist and timeline to ensure all aspects of events are covered.
Work closely with our on-site Catering Manager, Chef and extended Catering Team to plan and execute events.
Ensure that the Catering Team understands the specific needs of each event, including dietary restrictions, special requests, and presentation preferences.
Work with Catering Manager to oversee the setup and breakdown of catering services, ensuring that all food and beverage arrangements are executed flawlessly.
Partner with our Corporate Events Team to determine which events should be executed internally.
Collaborate with our Corporate Events Team to transition events that start with them, ensuring that a high level of client communication standards are kept and all event details are communicated and executed effectively.
Assist our Corporate Events Team in managing vendor relationships, securing necessary permits, and coordinating logistics.
Work closely with our Office Services Team to understand the layout and capabilities of each Multi-Purpose Room (MPR).
Guide internal clients on suitable room layouts and configurations for their events ensuring optimal use of the space and resources.
Ensure that all layout requirements are communicated clearly to the Office Services Team and executed according to plan.
Lead daily huddle meeting with the Office Services team to review all events/large meetings for the following day.
Coordinate with the Facilities team to ensure Certificates of Insurance (COIs) are approved for all outside vendors at least one week before the event date.
Coordinate with the Facilities team to schedule after-hour HVAC services with the Property Management Office (PMO) if needed.
Coordinate with the Facilities team to arrange for additional cleaning services post-event to ensure the space is reset and ready for the next morning.
Coordinate with the Facilities team to ensure all facilities-related needs are addressed, including lighting adjustments, and any necessary repairs or maintenance.
Maintain the highest standards of quality and service for all events.
Conduct post-event evaluations to gather feedback and identify areas for improvement.
Address any issues or concerns promptly and professionally, ensuring client satisfaction.
Partner with the Catering manager and Chef to develop and manage budgets for recuring events, finding cost-effective solutions without compromising on quality.
Track expenses and provide detailed financial reports for each event to Manager.
Build and maintain strong relationships with external vendors and suppliers.
Negotiate contracts and secure competitive pricing for goods and services.
Ensure all events comply with safety regulations as per room headcount and layout.
Partner with Catering Manager to Implement food safety protocols and hygiene standards.

Requirements

Bachelor’s degree in Hospitality Management, Event Planning, or a related field.
Minimum of 5 years of experience in catering management or event planning, preferably within a corporate environment.
Proven track record of successfully planning and executing large-scale events.
Strong organizational and multitasking skills, with the ability to manage multiple events simultaneously.
Excellent interpersonal and communication skills, with the ability to work effectively with diverse teams and clients.
Proficient in event management software and Microsoft Office Suite.
Detail-oriented, with a focus on delivering high-quality service.
Ability to work flexible hours, including evenings and weekends, as needed.