Event project coordinator job description

Work type: Full time

About FCM Meetings and Events: We have an elevated focus on strategy, content and technology. We are leaner, more agile. And it's all backed by the global strength and security of Flight Centre Travel Group's flagship corporate travel brand FCM Travel. When you combine the talent, tech, global reach of our new blended brand as well as the amazing ability of our people to think differently - the result is a meetings and events company LIKE NO OTHER.
About the Opportunity

We connect our customers' audiences to their business and/or strategic message by creating innovative events, compelling incentive programs and exciting branding and communications. We create experiences that make memories for the audience, whether in person or virtually, by stimulating their hearts and minds to optimise their engagement.

What you will be doing:

* Assisting the Project Lead in establishing correct systems, platforms and processes from the outset to ensure timely, error free project management.

* Assist with set up and management of event technology include Events Air, OnAir and Hopin.

* Supporting the Project Lead in maintaining accurate files, budgets & critical paths in order to adhere to deadlines and budgets, especially attrition and cancellation deadlines as per signed contracts.

* Support the Project Lead in briefing various departments on a project - technical, creative, venues, entertainment, group travel etc.

* Maintain effective and customer focused communication throughout with all project stakeholders

You'll be perfect for this role if you can showcase:

* Degree qualified, preferred in Project or Event Management

* A knowledge of all major suppliers and relevant MICE products and destinations

* Knowledge of project management processes, standards and procedures

* Demonstrated experience in project management with the event management sand production industry

The successful candidate will be rewarded with a competitive salary package, with global career advancement and travel opportunities! Work with some of the largest and most well-known businesses in Australia and colleagues across the business.

* Career progression program including global career opportunities

* Health advice, gym access and financial planning consultations

* Discounted travel and access to excellent incentives from the world's top travel providers
* FCMflex - flexible working arrangements that cater to both personal and business objectives

You will be employed by a company that takes pride in their employees and offers a team culture like no other in the industry. You will be welcomed and provided with the right support to achieve continued success.

For a job that will truly take you places, watch your career take off and join the FCM Meetings and Events / Flight Centre Travel Group's force!

Applications close:

Global Financial Firm located in Miami, FL has an immediate contract opportunity for an experienced Event Project Coordinator.
This role is currently on a Hybrid Schedule.
You will need to have reliable internet, computer and android or iPhone for remote access into the client systems during remote work.
We will be expected in the office weekly 1-3 days depending on the team requirement.

****Video/ f2f interviews are required prior to all offers.

Objective
The candidate will have the opportunity to manage all phases of planning and executing live in-person, virtual and hybrid events in addition to supporting senior event managers on high level complex events. The candidate will also have an opportunity to support senior management events that involve high level external clients, Corporate, Investment Banking, and Capital Markets colleagues.

Responsibilities:
•Provides event marketing coordinator services supporting Senior Event Project Managers and all business units across Client.
•Contributes to providing specialized end to end event marketing strategy, planning and execution of client and employee events.
•Develops event marketing strategies and lead initiatives to drive results for our clients and business partners
•Participates in event logistics, planning and execution
•Ensures all events comply with Client branding marketing and controls; marketing materials, signage and displays
•Partners with Global Event Management Web Services to create and execute event content, website design, registration services and attendee reporting
•Manages event financial reporting and ensure all data meets all compliance criteria; reconcile invoices and final cost reporting and capture cost savings
•Supports all Client Expense Management initiatives and facilitates event risk evaluations
•Appropriately assess risk when business decisions are made, demonstrating particular consideration for the firm's reputation and safeguarding Banking, its clients and assets, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues with transparency.

Qualifications:
•2-5 years relevant experience
•Minimum 5 years in Event Marketing or Hospitality Industry Experience in Financial Services/FinTech Event Marketing a plus
•Ability to effectively manage multiple priorities simultaneously in a fast-paced environment
•Excellent time management skills to handle projects that have long and short lead times
•Excellent relationship management skills with proven success in being people-focused
•Excellent negotiation and communication skills
•Collaborative "team player" orientation with a strong regional cultural awareness
•Advanced analytical, problem solving and reporting skills
•Flexibility in work hours a must; work and travel (minimum 30%) are required while managing events including weekends and some holidays
•Fluent in Spanish and English (verbal and written)

Education:
•Bachelors/University degree or equivalent experience

This job description provides a high-level review of the types of work performed. Other job-related duties may be assigned as required.

The Project Coordinator is responsible for the technical execution of small events or a portion of a large event. This position will ensure successful and profitable execution of events by following PSAV event management standards and will partner with the sales and operations team to deliver on event execution plans. This position reports to Senior Project Manager or Regional Director, Project Management (Crew size & technical complexity).
Key Job Responsibilities

Event Planning

• Prepare and communicate technical production & labor schedules, sub-rental requirements, project scope, execution plan and individual responsibilities to lead crewmembers, vendors and venue.

• Maintain focus on client needs by attending client meetings, creating and maintaining organized show files, and responding to client concerns, questions, and problems.

• Review all sales documents to confirm that the equipment and technical positions to ensure they meet client's needs.

Event Execution

• Communicate event execution plan and on-site changes including billing, production schedules and client requests.

• Review all necessary information with crew leads to ensure a successful and profitable event.

• Operate equipment and assist crew as necessary/qualified.

• Mentor PSAV Team Members on event execution and best practices to help improve the local knowledge base and experience in the market.

Administrative & Training

• Complete and analyze the EPT tool for events as necessary. (Fall onto PM or support function based on region.)

• Process PSAV post-event items, including review of timesheets, timely processing of invoices and post-show reporting.

• Work with Project Managers or RDPM to identify training needs.

Job Requirements

• High School Diploma required

• 3+ years tech experience in the event technology or Broadcast industry

• 2+ years of administrative and customer service experience, preferred.

• Strong written and oral communication skills

• Strong Technical Background

• Strong Client relationship skills

• Operational logistics experience

• Works well under pressure

• Ability to multi task

• MS Office experience

• Ability to read technical diagrams preferred

Competencies

• Optimizes Work Processes

• Financial Acumen

• Drives Quality Results

• Communicates Effectively

• Plans and Aligns

• Hospitality

• Decision Quality

• Responsiveness

Work Environment

Work is performed in a warehouse, office, hotel and convention center environments with moderate exposure to outdoor temperatures and to dirt, sand and/or dust. The working conditions will vary between moderately quiet to noisy volumes.

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.