Marketing Events Coordinator

Summertown Metals, LLC; Summertown (TN); On-site; USD 42,000 - 62,000; Full time

Job summary

Summertown Metals, LLC is seeking a Marketing Events Coordinator to plan and execute events for the Main Branch, coordinate company-wide open houses, and support branch-led activities with branded materials and quality control. The role ensures events are staffed, customer-ready, professionally branded, and recorded with accurate financials.

Key responsibilities include managing calendars, staffing, promotions, and post-event recaps, while upholding consistent branding across all locations.

Responsibilities

• Maintain the Main Branch event calendar and coordinate approved marketing, community, customer, and employee events.
• Manage staffing, vendors, refreshments, signage, promotional materials, setup, teardown, and event-day needs.
• Coordinate event promotion with Marketing and ensure leads or customer information are routed for timely follow-up.
• Participate in events as needed and address issues early to protect the customer and guest experience.
• On events you are first in-last out to ensure coordination of the event from start to finish. From ensuring setup is completed in time to ensuring cleanup and breakdown is complete.
• Serve as the primary coordinator for company open houses, regardless of branch or market.
• Work with the customer, Sales, and branch personnel to confirm the site is ready, including access, parking, traffic flow, restrooms, safety needs, and weather contingencies.
• Coordinate staffing, advertising, invitations, refreshments, directional signage, printed materials, and branded displays.
• Maintain a planning checklist and timeline, assign responsibilities, and confirm readiness before the event.
• Complete a brief post‑event recap covering attendance, results, final expenses, and recommended improvements.
• Assist branch managers and local marketing leads with event planning questions, timelines, and high‑level quality control.
• Coordinate access to shared tables, tablecloths, tents, signage, banners, printed materials, apparel, promotional items, and other event assets.
• Review event plans and materials as needed to maintain consistent branding and a professional presentation.
• Maintain an organized inventory of event materials and track their location, use, return, and replacement needs.
• Maintain approved event budgets and track committed and final costs for Main Branch events and company open houses.
• Collect receipts and invoices and confirm the correct branch, category, business purpose, and GL code.
• Work with Accounting and local marketing leads to resolve missing documentation and complete reconciliation before month‑end close.
• Assist Marketing leadership and branch managers with clear visibility into event spending, remaining budget, and projected needs.
• Travel to branch or customer locations and support occasional evening or weekend events when required.
• Communicate event schedules, travel needs, and time‑away requirements with management in advance.
• Assist with related marketing, customer experience, and administrative responsibilities as assigned.

Job description

The Marketing Events Coordinator plans and executes events associated with the Main Branch, coordinates companywide open houses, and supports branch‑led events with shared materials, guidance, and quality control. This role ensures events are properly staffed, customer‑ready, professionally branded, and completed with accurate financial records.

Main Branch Event Planning

What success looks like:

Main Branch events are organized, professionally presented, properly staffed, and completed with all logistical and promotional needs addressed.

What it will take:

• Maintain the Main Branch event calendar and coordinate approved marketing, community, customer, and employee events.
• Manage staffing, vendors, refreshments, signage, promotional materials, setup, teardown, and event-day needs.
• Coordinate event promotion with Marketing and ensure leads or customer information are routed for timely follow-up.
• Participate in events as needed and address issues early to protect the customer and guest experience.
• On events you are first in-last out to ensure coordination of the event from start to finish. From ensuring setup is completed in time to ensuring cleanup and breakdown is complete.

Company Open House Coordination

What success looks like:

Open houses across all locations are consistently organized, adequately staffed, customer‑ready, and professionally executed.

What it will take:

• Serve as the primary coordinator for company open houses, regardless of branch or market.
• Work with the customer, Sales, and branch personnel to confirm the site is ready, including access, parking, traffic flow, restrooms, safety needs, and weather contingencies.
• Coordinate staffing, advertising, invitations, refreshments, directional signage, printed materials, and branded displays.
• Maintain a planning checklist and timeline, assign responsibilities, and confirm readiness before the event.
• Complete a brief post‑event recap covering attendance, results, final expenses, and recommended improvements.

Branch Event Support & Quality Control

What success looks like:

Local branches retain ownership of their routine events while receiving the resources and support needed to represent Summertown Metals professionally.

What it will take:

• Assist branch managers and local marketing leads with event planning questions, timelines, and high‑level quality control.
• Coordinate access to shared tables, tablecloths, tents, signage, banners, printed materials, apparel, promotional items, and other event assets.
• Review event plans and materials as needed to maintain consistent branding and a professional presentation.
• Maintain an organized inventory of event materials and track their location, use, return, and replacement needs.

Event Budgets, Records & Reporting

What success looks like:

Event and marketing spending is controlled, properly documented, and assigned to the correct branch and expense category.

What it will take:

• Maintain approved event budgets and track committed and final costs for Main Branch events and company open houses.
• Collect receipts and invoices and confirm the correct branch, category, business purpose, and GL code.
• Work with Accounting and local marketing leads to resolve missing documentation and complete reconciliation before month‑end close.
• Assist Marketing leadership and branch managers with clear visibility into event spending, remaining budget, and projected needs.

Travel, Scheduling & Other Duties

What success looks like:

You remain flexible and support the wider Marketing and Customer Experience teams while meeting event commitments across the company.

What it will take:

• Travel to branch or customer locations and support occasional evening or weekend events when required.
• Communicate event schedules, travel needs, and time‑away requirements with management in advance.

Assist with related marketing, customer experience, and administrative responsibilities as assigned.