Events Coordinator

Stahlbush Island Farms; Corvallis (OR); On-site; USD 45,000 - 65,000; Full time

Job summary

Stahlbush Island Farms is seeking an Events Coordinator to plan, coordinate, and execute company events and employee engagement activities. This role ensures events are organized, welcoming, and aligned with company culture for customers, employees, and guests.

You will manage customer visits, anniversaries, birthdays, and gatherings like BBQs and annual orientation, ensuring a professional and inclusive experience that reflects our values.

Qualifications

• Previous experience in event coordination, hospitality, or related fields.
• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Ability to manage multiple events and deadlines.
• Proficiency with Microsoft Office or Google Workspace.
• Ability to occasionally work flexible hours for company events.

Responsibilities

• Coordinate customer visits, including scheduling spaces, refreshments, tours, and hospitality.
• Plan and coordinate employee anniversary celebrations and recognition activities.
• Coordinate company BBQs, holidays, and other events, including logistics and budget management.
• Coordinate employee Annual Orientation and assist with tours and introductions to key personnel.
• Manage event schedules, RSVPs, vendors, supplies, and facilities; obtain quotes and manage invoices.
• Set up and break down event spaces and coordinate with staff/vendors.
• Run errands and source supplies required for events.

Skills

Event planning

Organization

Communication

Customer service

Time management

Tools

Microsoft Office

Google Workspace

Job description

The Mission

The Events Coordinator is responsible for planning, coordinating, and executing company events and employee engagement activities. This role ensures that events are organized, welcoming, and aligned with company culture while providing excellent experiences for customers, employees, and guests.

Key Responsibilities

• Customer Visits
  • Coordinate and prepare for customer visits, including scheduling meeting spaces, refreshments, tours, and hospitality.
  • Ensure they receive a professional and welcoming experience.
  • Coordinate with internal departments to ensure all visit details are prepared in advance.
  • Includes on and offsite company meetings.
• Employee Anniversaries
  • Plan and coordinate employee anniversary celebrations and recognition activities.
  • Track upcoming anniversaries and coordinate appropriate gifts, awards, or acknowledgments.
  • Work with management and HR to ensure employees are recognized in a timely and meaningful way.
• Employee Birthdays
  • Coordinate company birthday celebrations and employee recognition.
  • Maintain a calendar of employee birthdays and organize cards, gifts, refreshments, or other appropriate celebrations.
  • Ensure celebrations are inclusive and consistent with company practices.
• Company BBQ
  • Plan and coordinate company BBQ, holiday gatherings, and other employee events.
  • Manage event logistics, including catering, vendors, food and beverages, decorations, activities, entertainment, setup, and cleanup.
  • Maintain accurate records of expenses.
• Company Annual Orientation
  • Coordinate employee Annual Orientation.
  • Prepare orientation materials, refreshments, and gifts.
  • Coordinate with HR to ensure all necessary information and activities are included.
• Event Planning & Administration
  • Maintain an annual company events calendar.
  • Coordinate event schedules, invitations, RSVPs, vendors, supplies, and facilities.
  • Obtain quotes and coordinate with outside vendors as needed.
  • Manage event and invoices.
  • Set up and break down event spaces or coordinate with appropriate staff and vendors.
  • Evaluate events afterward and identify opportunities for improvement.
  • Assist with company tours and introductions to key personnel if needed.
  • This position is responsible for running errands and sourcing all supplies required for events.
• Perform other duties as assigned.

Qualifications

• Previous experience in event coordination, hospitality, office administration, customer service, or a related field preferred.
• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Ability to manage multiple events and deadlines simultaneously.
• Strong attention to detail.
• Professional, friendly, and customer-service-oriented approach.
• Ability to work independently while coordinating effectively with multiple departments.
• Proficiency with Microsoft Office or Google Workspace.
• Ability to occasionally work flexible hours for company events.

Key Skills

• Event planning and coordination
• Customer and employee relations
• Hospitality
• Organization and scheduling
• Vendor coordination
• Budget and expense management
• Communication
• Problem solving
• Team collaborationAttention to detail

Success in This Role

Success in this position means creating well-organized, professional, and enjoyable experiences for customers and employees while ensuring company events run smoothly, stay within budget, and reflect the company's culture and values.

The statements made in any and all of the position postings are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed, as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Stahlbush Island Farms, Inc is an equal opportunity employer, focused on the employment and advancement of all applicants and colleagues for employment and promotion without regard to race, color, ethnicity, religion, gender, pregnancy/childbirth, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, citizenship, veteran or military status, marital or domestic partner status, or any other category protected by federal, state and/or local laws.

Stahlbush Island Farms is an equal opportunity employer, program auxiliary aids and services are available upon request to individuals with disabilities.