Events Services Coordinator

Newfields a Place for Nature & The Arts; Indianapolis (IN); On-site; USD 25,000 - 33,000; Full time

Job summary

Newfields a Place for Nature & The Arts in Indianapolis is seeking an energetic Event Services Coordinator to join our Events team. You will manage client relationships, coordinate event details, and support sales across a portfolio of institutional and private events.

Responsibilities include overseeing day-of events, producing itineraries, handling invoicing, and vendor liaison. Strong communication, organization, and problem-solving under pressure are essential for guest experiences.

Qualifications

• 2 years of customer service experience.
• Wedding experience preferred.
• 2 years of event planning experience.
• BA/BS degree preferred.

Responsibilities

• Cultivate assigned leads through the sales process with emphasis on client experience.
• Assist with internal leads, including events from the president’s office.
• Coproduce institutional events as assigned.
• Plan events as assigned during peak periods.
• Generate and manage invoicing for event-related incidents.
• Provide necessary information for finance-related inquiries.
• Maintain proper financial recording on assigned events within Tripleseat.
• Communicate effectively with event contacts and act as a liaison to secure required resources.
• Represent Newfields during client-facing meetings and with external vendors.
• Oversee the day-of event planning and execution from your portfolio or as assigned.
• Create event itineraries for internal and external communication.
• Identify and pursue additional revenue opportunities for secured accounts.
• Assist with high-volume event leads and the sales process.
• Generate and execute event contracts that live within your portfolio.
• In collaboration with the events team, introduce hosting concepts to generate sales, and incentives designed around group, festival, and or event-based concepts.
• Support, plan, and or execute signature events as dictated by the president’s office.

Skills

Customer service

Self-start

Problem-solving

Organizational skills

Communication

Computer skills

Attention to detail

Education

BA/BS degree

Job description

Job Details

Job Title: Event Services Coordinator
Department: Events
Reports To: Events Manager
FLSA Status: Non-exempt, hourly $21.00 per hour

Event Services Client Management

• Cultivating assigned leads through the sales process, planning process, and execution strong emphasis client experience
• Assist with internal leads, to include assigned events from the president’s office
• Coproduce institutional events as assigned
• Plan events as assigned during peak periods

Finance

• Generate and manage invoicing for event-related incidents.
• Provide necessary information for finance-related inquiries.
• Maintain proper financial recording on assigned events within Tripleseat

Event Coordination

• Communicate effectively with event contacts and act as a liaison to secure required resources to ensure a successful event
• Represent Newfields during client-facing meetings and with external vendors.
• Oversee the day-of event planning and execution from your portfolio or as assigned
• Create event itineraries for internal and external communication.

Event Sales

• Identify and pursue additional revenue opportunities for secured accounts.
• Assist with high-volume event leads and the sales process.
• Generate and execute event contracts that live within your portfolio
• In collaboration with the events team, introduce hosting concepts to generate sales, and incentives designed around group, festival, and or event-based concepts.
• Support, plan, and or execute signature events as dictated by the president’s office. This includes but not limited to seasonal institutional events in collaboration with the president’s office and or advancement and marketing.

Required Skills

• Excellent customer service skills.
• Ability to be a self-start and creatively problem-solve under pressure.
• Excellent organizational and communication skills.
• Good computer skills and keen attention to detail are required.

Education And/or Experience

• 2 years of customer service experience.
• Wedding experience preferred
• 2 years of event planning experience.
• BA/BS degree preferred.

To perform the job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.