Event Coordinator

Quintevents, LLC; Charlotte (NC); On-site; USD 45,000 - 70,000; Full time

Job summary

Quintevents, LLC seeks an Event Coordinator to support the delivery of guest experiences at live events. This role assists with planning, on-site execution, and post-event debrief across departments and partners.

You will manage guest experiences, handle logistics, scheduling, vendor coordination, and asset production to ensure high standards and smooth operations. Travel may be international up to 50%.

Qualifications

• 2+ years of experience in event planning and management.
• Experience coordinating on-site events in sports, entertainment, and/or festivals.
• 1+ year of experience related to hospitality and/or event management industry.
• Direct experience managing budgets of at least 25K USD.
• Bachelor’s degree with emphasis in Business, Hospitality, Marketing, Logistics, or equivalent business experience.
• Proficient with Excel, CRM software, and project management tools.
• Bi/multilingual preferred.

Responsibilities

• Support planning and on-site delivery of hospitality/logistics for 12+ events annually.
• Manage physical and digital ticketing, inventory, seat assignments, and shipping labels.
• Build reports, coordinate with suppliers, and ensure quality control during fulfillment.
• Collaborate with internal design teams for credentials, signage, and graphics.
• Schedule and manage timelines for guests and staff across logistics, transportation, and check-ins.
• Oversee vendor selection, contracting, and ongoing management for services.
• Obtain permits, licenses, and contracts to deliver events.
• Coordinate with internal departments to align with requirements (Programs, Marketing, Sales, Partner/PM).
• Document plans into templates covering schedules, travel, staff, training, guest movements, safety, etc.
• Support setup and teardown activities with vendors and staff.
• Lead activation plans for back-of-house and guest-facing experiences.

Skills

Event planning

Budget management

On-site coordination

Vendor coordination

Multilingual

Education

Bachelor’s degree

Tools

Excel

CRM software

Project management tools

Job description

About the Role

As the Event Coordinator, your contribution to the organization will be to support the delivery of an exceptional guest experience at established financial margins for your team’s portion of assigned events. You will assist with a variety of processes during the planning, on-site execution, and post event debrief. You will also work collaborative
ly to support overall initiatives to deliver exceptional guest experiences at all events globally.

Core Responsibilities

Guest Experience and Event Management

• Support the planning and on-site delivery of your function (hospitality/logistics) for 12+ events annually
• Physical and digital ticket management such as receiving, inventory checks, assigning seat locations and distribution.
• Fulfillment of guest orders through an in-depth, multi-step process including building excel reports, generating shipping labels, interfacing with suppliers, quality control checks, packing and assembling parcels, creating detailed documentation, etc.
• Coordinating with the internal graphic design team to produce required assets such as credentials, signage, large format graphics, etc.
• Significant amount of scheduling and timeline management for both guests and staff across fulfillment, transportation, hotel check ins, tours, and experiences, etc.
• Vendor/supplier selection, negotiation, contracting, and ongoing management for services such as transportation, staffing services, gifts, etc.
• Obtaining appropriate permits, licenses, and contracts required to deliver the event.
• Work collaboratively with internal departments to ensure execution aligns to internal requirements such as Event Programs Management, Marketing/Creative, Sales, Partner Management, and Product Management.
• Building and documenting plans into a standardized template to ensure successful on-site delivery with a focus on the guest experience including schedules/ROS, travel, staff assignments, staff training plans, guest movements, safety and security, etc.
• Manage and support preparation and set-up activities such as overseeing vendors/suppliers, moving equipment, freight, setting up meeting and hospitality spaces, etc.

• Execute and/or lead documented plans for both back of house and guest-facing activations such as staff training, package delivery and pick-up, hotel check in, transportation management, hospitality check in, experience and tour management, etc.

• Seamlessly adjust and communicate new plans when aspects to all required parties (on-site staff, guest services, guest communications, guests, etc.) do not go according to the original plan.
• Oversee vendor and supplier delivery to ensure contracted goods and services are delivered to the expected standards.
• Problem solve any guest complaints or issues directly before escalating the guest to the next person.
• Manage and support tear down activities.

Requirements

Work Experience, Education, and Skills

• 2+ years’ experience in event planning and management.
• Must include experience coordinating and delivering on-site events in sports, entertainment, and/or festivals.
• 1+ year’s most recent experience related to hospitality and/or event management industry.
• Direct experience managing budgets of at least 25K USD.
• Bachelor’s degree with an emphasis in Business, Hospitality, Marketing, Logistics, or equivalent business experience.
• Proficient computer skills including but not limited to Excel, CRM software, and project management tools.
• Bi/multilingual preferred.

Physical

• Prolonged periods sitting at a desk and working on a computer.
• Extensive walking and standing for periods greater than 12 hours while at events.
• Must be able to lift up to 30 pounds/14 kilograms.
• Required to travel internationally up to 50% - targeted travel 18-25%.