Event Services Coordinator

Central Piedmont Community College; Charlotte (NC); On-site; USD 42,000 - 64,000; Full time

Job summary

Central Piedmont Community College is seeking a Conference Services Coordinator to plan and execute conferences, meetings, and events across campus venues. You will be the main liaison for clients and internal teams, coordinating space, A/V, and catering while ensuring policy compliance.

The role requires strong communication, organizational, and multitasking abilities, with on-site presence, occasional evenings, and frequent travel between campus sites.

Qualifications

• Associate degree or higher in Hospitality Management, Communications, or closely related field.
• At least 1 year experience supporting a customer and/or sales/marketing function.
• Experience with space/contact management software (Delphi, EMS, 25Live) preferred.
• Excellent written and verbal communication, organization, and follow-up skills.

Responsibilities

• Serve as the main point of contact for clients, internal departments, and partners to ensure event requirements are clearly communicated and executed.
• Plan, coordinate, and manage all event aspects including scheduling, room setups, audiovisuals, catering (when applicable), and on-site execution.
• Prepare proposals, banquet event orders (BEOs), advances, diagrams, and detailed timelines.
• Use CRM/event management system (STS Cloud) and scheduling software (Ad Astra) to process space requests and track event details.
• Collaborate with Facilities/ABM, ITS/AV, Security, and CAEE to ensure smooth operations.
• Conduct client/internal meetings to review logistics, expectations, and safety procedures.
• Provide on-site support, troubleshooting, and monitoring to ensure successful event delivery.
• Monitor inventory of event supplies and initiate reordering as needed.

Skills

Communication

Organizational skills

Event coordination

Multitasking

Problem solving

Active listening / questioning

Education

Associate’s degree in Hospitality Management or Communications

Bachelor’s degree in Hospitality Management or Communications (preferred)

Tools

Delphi

EMS

25Live

Job description

The Conference Services Coordinator is responsible for coordinating and executing conferences, meetings, performances, and special events across the college’s conference center, theaters, and academic venues. The role serves as a central point of contact for internal departments, external clients, and partners, ensuring seamless event planning and delivery. The incumbent supports the College’s vision and mission by providing exceptional customer service, operational excellence, and collaboration across campus partners.

1. Serve as the main point of contact for clients, internal departments, and partners to ensure event requirements are clearly communicated and executed

2. Plan, coordinate, and manage all aspects of events, including scheduling, room setups, audiovisual support, catering (when applicable), and on-site execution.

3. Prepare proposals, banquet event orders (BEOs) / advances, diagrams, and detailed timelines for events.

4. Use CRM / event management system (STS Cloud) and scheduling software (Ad Astra) to process space requests, maintain accurate records, and track event details.

5. Collaborate with campus and operational partners—Facilities/ABM, ITS/AV, Security, and CAEE to ensure smooth and compliant event operations.

6. Conduct client and internal meetings to review logistics, expectations, and ensure adherence to college policies and safety procedures.

7. Provide on-site support, troubleshooting, and monitoring to ensure successful event delivery.

8. Monitor and maintain inventory of event supplies and materials; track usage levels and initiate reordering as needed to support ongoing operations.

9. Perform post-event follow-up, including surveys and post-con notes to support continuous improvement.

10. Reconcile event charges and assist with invoicing and other administrative duties.

11. Attend 10-day operations meeting and other meetings as designated.

12. Other duties as assigned.

Associate’s degree from an accredited institution in Hospitality Management, Communications or closely related field.

One year (1) of experience supporting a customer and/or sales/marketing function.

Preferred Qualifications:

Bachelor’s degree from an accredited institution in Hospitality Management, Communications or closely related field.

One (1) to two (2) years of experience supporting a customer and/or sales/marketing function; experience with industry specific software relating to space and contact management (i.e. Delphi, EMS, 25Live).

Knowledge, Skills, Abilities, and Worker Characteristics:

• Must have excellent written and oral communications skills
• Must have strong listening and questioning skills
• Must have excellent organizational and follow-up skills
• Must have ability to manage multiple tasks simultaneously
• Must be able to problem solve quickly and effectively

Working Conditions:

Work is performed in a fast-paced, dynamic environment that includes both office and on-site event settings. The role requires physical activity such as lifting up to 49 pounds, extended periods of standing, walking, bending, squatting, reaching, and navigating stairs. Work also involves routine office tasks, including computer use, phone communication, and document preparation. The position requires frequent travel between campus buildings, other campuses, client sites, and industry events or conferences. Regular interaction with clients is expected, including active listening and clear verbal communication. The position demands flexibility, including availability for evenings, weekends, and occasional irregular hours to support events.

Direction Received: Event Services Manager

Direction Given: Does not directly supervise staff