The Vendor Event Coordinator provides operational, administrative, and logistical support to ensure seamless implementation of events with trusted vendors. This role focuses on maintaining vendor relationships, tracking fulfillment deadlines, and executing designated event segments under structured operational guidelines. The coordinator acts as the primary point of contact for external vendors, coordinates event logistics, maintains data, and assists with budget administration.

Responsibilities

Act as the primary point of contact for external vendors.
Collect, Organize, and track vendor contracts, certificates of insurance (COI’s), layouts, and delivery schedules as needed.
Maintain relationships with existing vendors and establish new partnerships as needed.
Execute assigned setup and teardown workflows to ensure everything runs smoothly.
Coordinate day of registration, asset distribution, signage placement, and catering logistics for each event.
Serve as an on-site point of contact to address any issues or emergencies that arise during the event in a timely and efficient manner.
Keep internal systems and event processes updated with accurate attendance lists, vendor logs, and post-event metrics to support comprehensive data quality.
Gather feedback from attendees and team members to assist with post-event evaluations.
Assist in organizing invoices, tracking purchase orders, and gathering financial data to help with post-event budget reconciliation.
Ensure all training materials housed in WinUniversity are updated and meet our general standard of content.
Keep open communication with vendor contracts to ensure Local Companies receive state of the art training whenever possible.

Requirements

Associates degree in Event Management, Hospitality, Communications, or a related field.
Relevant experience considered in lieu of a degree.
3-5 years of experience as an Events Coordinator or similar role.
Proficient in Microsoft Office Suite, Google Suite, and event management software.
Ability to work flexible hours, including evenings and weekends, as needed.

Nice to have

Bachelors Degree in Event Management, Hospitality, Communications, or a related field.