Event Coordinator - Monday to Friday, No Weekends!

guestservices; Washington (District of Columbia); On-site; USD 59,000 - 72,000; Full time

Job summary

Guest Services, Inc. seeks a Conference and Events Coordinator to manage on-site firm events, block room arrangements, meetings and catering. The role balances client desires with property needs and delivers high guest service.

The candidate should have 5 years in event planning, strong communication, and proficiency in MS Office; familiarity with iPublish and Cvent is a plus. This is a full-time, on-site position based in Washington, DC.

Qualifications

• 5 years of experience in event planning.
• Law firm experience in marketing, operations, or events preferred.
• Excellent customer service and communication skills.
• Proficiency in Microsoft Office; familiarity with event tech (iPublish, Cvent).
• College degree preferred.

Responsibilities

• Coordinate catering, entertainment, décor elements, AV, invitations.
• Collect and manage event RSVPs, agendas, and F&B data.
• Develop themes and visual elements for events.
• Research venues and conduct site visits with guests.
• Provide on-site assistance at events.
• Produce reports related to venues and planning.
• Create event materials (nametags, menus, etc.).
• Manage invitation lists and electronic invites.
• Communicate with lawyers, clients, and staff on coordination.
• Maintain event budgets and finances.
• Design floorplans and seating arrangements.
• Build and maintain vendor relationships.
• Process and record invoices for payment.
• Assist with external events when needed.
• Stay current with event industry trends.
• Establish and maintain vendor relationships.

Skills

Customer service

Communication

MS Office

Event tech

Education

College degree

Tools

iPublish

Cvent

Job description

65,000.00 USD Annual

The Conference and Events Coordinator will report to the Director of Operations and is primarily responsible for coordinating and executing on-site firm events. Other key responsibilities include booking, planning and managing group room blocks, meetings and events. A successful candidate will demonstrate the ability to balance what the client wants with what is best for the property and work together in a team atmosphere while working to maintain the highest level of guest service.

ESSENTIAL FUNCTIONS

• Coordinate catering, entertainment, décor elements, audio and visual needs, electronic invitations, and concepts.
• Collect, maintain and process all data related to events including: RSVPs, meeting agendas, and food and beverage.
• Develop themes and visual elements for events.
• Research venues and perform site visits with internal and external guests.
• Provide on-site assistance at events.
• Produce reports related to venues and event planning.
• Produce materials for events to include, but not limited to, nametags, tent cards, menu cards, etc.
• Manage invitation lists, collect RSVPs, and create electronic invitations.
• Communicate with lawyers, clients, and business team employees on event coordination and progress.
• Maintain event budgets.
• Design floorplans and seating arrangements.
• Build and maintain strong working relationships with vendors.
• Process and record invoices for payment.
• Assist with external events when necessary.
• Stay abreast of current event trends in the meeting/event industry.
• Establish and maintain vendor relationships.
• Other duties as assigned

SKILL AND KNOWLEDGE REQUIREMENTS INCLUDE

• 5 years of experience in event planning.
• Law firm experience in marketing, operations, or events preferred.
• Excellent customer service skills.
• Excellent written and oral communication skills.
• Strong attention to detail.
• Proficiency in the Microsoft Suite.
• Experience working with event management technology (i.e. iPublish and Cvent) preferred.
• Ability to work in a fast paced and demanding environment.
• Ability to work early, evening and weekend hours as needed for meetings and events.
• College degree preferred.

PHYSICAL AND MENTAL REQUIREMENTS

• Ability to sit at a desk in front of a computer for the entire work day.
• Ability to stand and/or walk for an entire work day.
• Reading and writing work-related documents in English.
• Speech recognition and clarity, including the ability to understand the speech of customers and co-workers and the ability to speak clearly so that you can be understood by customers and co-workers in English.
• Constantly communicates and receives verbal communication with other employees.
• Lifting, carrying, and pushing up to 15 lbs. occasionally, up to 30 lbs. seldom.
• Occasionally stoop, kneel, or crouch.
• Use hands and arms to reach for, grasp, and manipulate objects.
• Frequent local and national travel required.

EQUIPMENT USED

• Typical office equipment (computer, phone system, fax, copiers, scanners, among others).

Founded in 1917, Guest Services has worked tirelessly to earn the reputation as the premier hospitality management company and National Park Service concessionaire in the United States. Guest Services takes great care and pride in providing best-in-class services across a wide variety of client sites including luxury communities, hotels, resorts, government and business dining facilities, full-service restaurants, state and national parks, outdoor recreation, boathouses, marinas, museums, conference centers, senior living communities, health care systems, school and university dining facilities, and specialty retail stores.

Guest Services, Inc. is an Equal Opportunity employer. All qualified applicants will receive consideration for employment and promotion without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.