Event Coordinator (Hybrid - Fort Wayne, IN)

SIRVA Inc.; Fort Wayne (IN); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Medical, Dental, Vision

401(k)

Paid Time Off

Volunteer Time Off

ID Theft Protection Plan

Job summary

Sirva Inc. in Fort Wayne, IN seeks an Event Coordinator to manage local and regional trade shows, conferences, and sponsorship activities. You will coordinate planning, timelines, booth needs, signage and promotional items, collaborating with internal teams and organizers to meet deadlines.

The role covers attendee management, shipping logistics, inventory control, and post-event reviews. Ideal candidates hold an associate or bachelor’s in a related field, with strong MS Office and Cvent

Qualifications

• Associates or Bachelor’s degree in marketing, communications, hospitality, event management, business or a related field preferred
• Experience in event coordination, marketing, hospitality, project coordination or a related area preferred; relevant internship experience will be considered
• Proficiency with Microsoft Office, including Outlook, Excel, PowerPoint and Teams.
• Experience with event registration platforms such as Cvent is a plus
• Willingness to travel periodically to support events
• Strong organizational skills and exceptional attention to detail
• Ability to manage multiple projects, deadlines and priorities simultaneously
• Strong written and verbal communication skills
• Comfortable working independently while collaborating with multiple teams and stakeholders
• Ability to assist with event setup and movement of event materials as required

Responsibilities

• Coordinate planning and execution for local and regional tradeshows and conferences
• Manage event timelines, checklists, deadlines and logistical requirements
• Coordinate booth requirements, signage, collateral, promotional items and materials
• Support larger conferences, events, meetings and strategic events as needed
• Communicate with event organizers and internal stakeholders to confirm requirements and ensure deadlines are met
• Provide onsite as required, including setup, registration, booth support and teardown
• Build, update and manage event registration sites and attendee communications
• Monitor registration activity and provide regular attendance updates.
• Coordinate name badges, attendee lists, signage, table tents and other event materials
• Support hotel room blocks and attendee logistics
• Coordinate outbound and return shipping of event materials
• Prepare shipping documentation and monitor shipments to ensure timely delivery
• Maintain inventory of tradeshow displays, signage, promotional items, collateral and other event materials
• Track inventory levels and coordinate replenishment or replacement of materials
• Ensure returned event materials are properly accounted for, organized and stored
• Conduct periodic inventory reviews and maintain accurate inventory records
• Maintain event calendars, planning documents, vendor information and other event records
• Assist with sourcing venues, vendors, promotional items and event services
• Support sponsorship and partnership deliverables, including tracking deadlines, benefits and required materials
• Participate in post-event reviews and help document results, learnings and recommendations
• Identify opportunities to improve event processes, organization and efficiency
• Collect, track and process departmental invoices and purchase documentation
• Coordinate with vendors and internal Finance teams to resolve invoice or payment questions
• Assist with purchase orders, deposits, contracts and other documentation as needed
• Help maintain accurate budget trackers and identify discrepancies

Skills

Strong organizational skills

Attention to detail

Multitasking

Education

Associate's or Bachelor's degree in marketing, communications, hospitality, event management or related field

Tools

Cvent

Microsoft Office Suite

Job description

Essential Functions and Responsibilities

30% Event & Tradeshow Coordination

• Coordinate planning and execution for local and regional tradeshows and conferences
• Manage event timelines, checklists, deadlines and logistical requirements
• Coordinate booth requirements, signage, collateral, promotional items and materials
• Support larger conferences, events, meetings and strategic events as needed
• Communicate with event organizers and internal stakeholders to confirm requirements and ensure deadlines are met
• Provide onsite as required, including setup, registration, booth support and teardown

20% Registration & Attendee Management

• Build, update and manage event registration sites and attendee communications
• Monitor registration activity and provide regular attendance updates.
• Coordinate name badges, attendee lists, signage, table tents and other event materials
• Support hotel room blocks and attendee logistics

15% Shipping & Event Logistics

• Coordinate outbound and return shipping of event materials
• Prepare shipping documentation and monitor shipments to ensure timely delivery

15% Inventory Management

• Maintain inventory of tradeshow displays, signage, promotional items, collateral and other event materials
• Track inventory levels and coordinate replenishment or replacement of materials
• Ensure returned event materials are properly accounted for, organized and stored
• Conduct periodic inventory reviews and maintain accurate inventory records

10% General Event & Partnership Support

• Maintain event calendars, planning documents, vendor information and other event records
• Assist with sourcing venues, vendors, promotional items and event services
• Support sponsorship and partnership deliverables, including tracking deadlines, benefits and required materials
• Participate in post-event reviews and help document results, learnings and recommendations
• Identify opportunities to improve event processes, organization and efficiency

10% Event Administration

• Collect, track and process departmental invoices and purchase documentation
• Coordinate with vendors and internal Finance teams to resolve invoice or payment questions
• Assist with purchase orders, deposits, contracts and other documentation as needed
• Help maintain accurate budget trackers and identify discrepancies

Qualifications and preferred skills (Qualifications, Skills, Education or Certification Requirements, etc.)

• Associates or Bachelor’s degree in marketing, communications, hospitality, event management, business or a related field preferred
• Experience in event coordination, marketing, hospitality, project coordination or a related area preferred; relevant internship experience will be considered
• Proficiency with Microsoft Office, including Outlook, Excel, PowerPoint and Teams.
• Experience with event registration platforms such as Cvent is a plus
• Willingness to travel periodically to support events
• Strong organizational skills and exceptional attention to detail
• Ability to manage multiple projects, deadlines and priorities simultaneously
• Strong written and verbal communication skills
• Comfortable working independently while collaborating with multiple teams and stakeholders
• Ability to assist with event setup and movement of event materials as required

At Sirva, we are committed to fair and transparent compensation practices. In accordance with applicable state and federal laws, we provide the following salary information for this position:

Position Title: Event Coordinator

Salary Range: $50-60K USD

Benefits: Comprehensive benefits package that includes Medical, Dental, Vision, 401(k), FSA/HSA, Employer HSA Match, Life & Disability Insurance, Paid Time Off, Volunteer Time Off, ID Theft Protection Plan and more. Benefits are based on employment status and may not be available for temporary or non full-time employees

Salary ranges may vary based on location, market conditions, and other factors such as experience and qualifications. The final compensation will be determined during the hiring process based on these considerations.

For positions available outside the United States, salaries will take into account local currency and market conditions, which may differ from the USD salary range. If you have any questions about salary or benefits, we encourage you to ask during the hiring process.

Artificial Intelligence Usage: Artificial intelligence tools may be used to assist with administrative tasks such as notetaking and advanced candidate searches during the recruitment process.All screening, assessment, and hiring decisions are made by human recruiters and hiring managers.

Vacancy Status: This posting reflects an existing vacancy within our organization.