Events Coordinator

Meta Power Solutions; Town of Florida (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

MetaPower Solutions seeks an Event Coordinator to lead trade shows and corporate catering events from concept through wrap-up. Based at our Jog Road office, you’ll work with sales, operations, and marketing to reflect the brand in every detail.

You’ll manage booth logistics, vendor relations, budgets, travel, and on-site execution, coordinating across teams to deliver polished, cost-conscious events that drive engagement and leads.

Qualifications

• 5+ years coordinating trade shows, corporate events or catering.
• Vendor negotiation and budget management experience.
• Strong organizational skills to manage multiple events and deadlines.
• Excellent written and verbal communication with internal teams and vendors.
• Willingness to travel for trade shows, including evenings/weekends.
• Proficiency with event management tools, spreadsheets, and project tracking software.
• Ability to lift/move event materials up to 40 lbs as needed.

Responsibilities

• Trade Show Coordination: research, select, and register for relevant shows and conferences.
• Coordinate booth design, shipping, setup, teardown with vendors and internal teams.
• Manage exhibitor timelines, floor plans, and show-service orders.
• Travel to and staff events; handle on-site logistics and real-time troubleshooting.
• Track and reconcile trade show budgets and vendor invoices.
• Coordinate promotional materials, signage, and giveaways with marketing.
• Corporate Catering & Internal Events: plan and manage catering for meetings and visits.
• Source relationships with caterers, venues, and event vendors; manage menu selections.
• Manage event budgets and vendor contracts.
• Maintain master event calendar; communicate timelines to stakeholders.
• Negotiate contracts and pricing with vendors; track post-event metrics.

Skills

Event coordination

Vendor negotiation

Budget management

Organizational skills

Communication skills

Travel readiness

Event management tools

Physical ability

Job description

The Event Coordinator plans, organizes, and executes MetaPower Solutions' trade show presence and corporate catering functions. Based at our Jog Road office and part of the Marketing team, this role owns events from concept through wrap-up — booth logistics, vendor coordination, catering orders, budgets, and on-site execution — and works cross-functionally with sales and operations to ensure every event reflects the company's brand and standards.

Qualifications

• REQUIRED
• 5+ years of experience coordinating trade shows, corporate events, and/or catering.
• Proven vendor negotiation and budget management experience.
• Strong organizational skills with the ability to manage multiple events and deadlines simultaneously.
• Excellent written and verbal communication skills across internal teams, vendors, and clients.
• Willingness to travel for trade shows, including occasional evenings/weekends.
• Proficiency with event management tools, spreadsheets, and project tracking software.
• Ability to lift/move event materials (booth components, boxes) up to 40 lbs as needed.

Responsibilities

• Trade Show Coordination
• Research, select, and register for relevant industry trade shows and conferences.
• Coordinate booth design, shipping, setup, and teardown logistics with vendors and internal teams.
• Manage exhibitor timelines, floor plans, and show-service orders (electrical, internet, furniture, drayage).
• Travel to and staff events as needed; manage on-site logistics and troubleshoot in real time.
• Track and reconcile trade show budgets and vendor invoices.
• Coordinate promotional materials, signage, and giveaways with the marketing team.
• Corporate Catering & Internal Events
• Plan and manage catering for company meetings, client visits, holiday parties, and internal events.
• Source and manage relationships with caterers, venues, and event vendors.
• Handle menu selection, dietary accommodations, and delivery/setup logistics.
• Manage event budgets and vendor contracts.
• General
• Maintain a master event calendar and communicate timelines to stakeholders.
• Negotiate contracts and pricing with vendors, venues, and suppliers.
• Track post-event metrics (attendance, leads generated, cost per event) and report outcomes.
• Maintain an inventory of reusable event assets (booth materials, signage, swag).