Event Operations Coordinator

Florida Institute of Technology; Melbourne (FL); On-site; USD 40,000 - 65,000; Full time

Job summary

Florida Tech’s Office of University Events and Protocol seeks an organized events coordinator to manage university venue scheduling, on-site event execution, and client/vendor communications on campus. The role emphasizes teamwork, accuracy in billing, and coordinating with internal and external partners.

The successful candidate will bring hospitality-minded planning, 1–2 years of related experience, and proficiency in EMS and Social Tables.

Qualifications

• Bachelor degree in Hospitality Management preferred.
• 1-2 years of related experience required.
• Valid driver’s license.
• Microsoft Office: Word, Excel, PowerPoint, Publisher, Outlook.
• Experience in event scheduling, room reservations, event management, and supervision.
• Excellent organizational and follow-up skills.
• Strong oral, written, and interpersonal skills.
• Ability to establish and maintain good rapport with clients, staff, and collaborate with other departments.
• Knowledge of EMS and Social Tables (or related event management and room diagramming software) is a plus.

Responsibilities

• Coordinate logistical support for events with internal service providers and external vendors.
• Assist with populating contract templates with pertinent information for external clients and third-party vendors.
• Provide on-site support during event setup, execution, and breakdown to ensure smooth operations.
• Troubleshoot on-site issues and elevate concerns to Event Managers when necessary.
• Upon completion of events, confirm accurate billing information, produce invoices and distribute invoices to clients.
• Reconcile payments in EMS.
• Evaluate and approve student organization and campus department reservation requests received via the EMS.
• Input requests and related event data into EMS.
• Answer department phone calls and emails received to alias email addresses.
• Answer routine questions and elevate calls as needed, and route to the appropriate staff member.
• Assist with creating room diagrams in Social Tables for various campus venues.
• Oversee student setup staff with setups of event venues as necessary.

Skills

Communication skills

Organizational skills

Interpersonal skills

Attention to detail

Teamwork

Education

Bachelor degree in Hospitality Management

Tools

EMS

Social Tables

Job description

The Office of University Events and Protocol oversees all non-academic use of campus venues, summer camps and conferences, intern housing, and internal and external campus events. The office supports Florida Tech's mission of teaching, research, and service through the effective development and management of events that communicate and enhance the university’s reputation for excellence, especially those that increase the university’s visibility. The university's facilities exist primarily for education, research, and public service. When space is available, Florida Tech is committed to making its facilities available to external groups and organizations whose purposes are consistent with the university's mission.

Responsibilities include overseeing centralized scheduling of campus venues, venue management and supervision, student staff supervision, event planning and execution, office support with extensive phone and email work, and data entry. This role requires strong communication skills, attention to detail, and the ability to work effectively in a fast-paced, team-oriented environment. The position requires flexibility in the work schedule due to evening and weekend events.

Responsibilities

• Coordinate logistical support for events with internal service providers and external vendors.
• Assist with populating contract templates with pertinent information for external clients and third-party vendors.
• Provide on-site support during event setup, execution, and breakdown to ensure smooth operations.
• Troubleshoot on-site issues and elevate concerned to Event Managers when necessary.
• Upon completion of events, confirm accurate billing information, produce invoices and distribute invoices to clients.
• Reconcile payments in EMS.
• Evaluate and approve student organization and campus department reservation requests received via the Event Management System (EMS).
• Input requests and related event data into EMS.
• Answer department phone calls and emails received to alias email addresses.
• Answer routine questions and elevate calls as needed, and route to the appropriate staff member.
• Assist with creating room diagrams in Social Tables for various campus venues.
• Oversee student setup staff with setups of event venues as necessary.

Requirements

• Bachelor degree in Hospitality Management preferred.
• 1-2 years of related experience required.
• Valid driver’s license.
• Microsoft Office: Word, Excel, PowerPoint, Publisher, Outlook.
• Experience in event scheduling, room reservations, event management, and supervision.
• Excellent organizational and follow-up skills.
• Strong oral, written, and interpersonal skills.
• Ability to establish and maintain good rapport with clients, staff, and collaborate with other departments.
• Knowledge of EMS and Social Tables (or related event management and room diagramming software) is a plus.
• Equal Opportunity Florida Institute of Technology does not discriminate on the basis of race, color, national or ethnic origin, religion, disability, age, genetic information, marital status, citizenship status, veteran status, and other legally protected characteristics in its activities and programs.
• In accordance with Title IX of the Education Amendments of 1972, Florida Tech does not discriminate on the basis of sex.
• Inquiries concerning the application of the Non-Discrimination and Anti-Harassment policy may be directed to the Equal Opportunity Director and Investigator at 150 West University Blvd, Melbourne, FL 32901, or email [e-mail], or [phone]; or to the U.S. Department of Education Office for Civil Rights.
• Americans with Disabilities Act: Please notify us at least five days in advance if a reasonable accommodation for a disability is needed by calling the Office of Human Resources at 321-674-8100.

Annual Security & Fire Safety Report

The federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) requires colleges and universities, both public and private, participating in federal student aid programs to disclose campus safety information, and imposes certain basic requirements for handling incidents of sexual violence and emergency situations. Florida Tech’s 2025 Annual Security and Fire Safety Report includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by Florida Tech; and on public property within, or immediately adjacent to and accessible from, the campus. The numbers provided include crime statistics that were reported to local law enforcement agencies, campus security and other Campus Security Authorities. The report also includes institutional policy statements regarding campus safety and security measures; descriptions of prevention and awareness programs; related university procedures and important guidance; and other essential safety information.

You can obtain a printed copy of this report at the Department of Security Welcome Center located at 3126 Panther Place, during normal business hours, or by accessing the following website 2025 Annual Security and Fire Safety Report.

Official Transcripts

Official transcripts of all collegiate work must be sent directly from the attended institution to the Office of Human Resources prior to the first day of employment. All international degrees must have a course-by-course official evaluation and translation sent to the Human Resources Office directly from an evaluation company affiliated with the National Association of Credential Evaluation Services, Inc. (NACES).

We are an E-verify employer.

About Florida Tech

The premier private technological university in the Southeast, Florida Tech is a Tier 1 Best National University (U.S. News & World Report) and a Top Technical Institute (Fiske Guide to Colleges), as well as a Best Value University (Forbes) and a top 100 global university for graduate employability (GEURS). Florida Tech is known worldwide for its strengths in aerospace, advanced manufacturing, aviation, autism treatment, biomedical science, cybersecurity and machine-learning, and marine science. It offers more than 150 bachelor’s, master’s and doctoral degrees in engineering, science, computing, aeronautics, business, psychology and the liberal arts. The university is located in the dynamic and innovative city of Melbourne in the heart of the “Space Coast,” where students have been watching rocket launches from campus since the dawn of the Space Race. Learn how Florida Tech is making history and shaping the future at floridatech.edu. Find stories about our relentless pursuit of greatness at floridatech.edu/news.