Site Event Coordinator / Operations Professional

Infinite Computer Solutions; City of Albany (NY); On-site; USD 42,000 - 63,000; Full time

Job summary

Infinite Computer Solutions is seeking a Site Event Coordinator / Operations Professional in Albany, NY, for a long-term contract. The role bridges project teams, hosts, operations leads, and executive management to deliver seamless events and exemplary client experiences.

The ideal candidate will coordinate site visits, manage logistics, and lead a planning committee while maintaining budgets and timelines.

Qualifications

• The client requires 2+ years of experience coordinating events, meetings, corporate functions, or hospitality operations.
• Strong project management and organizational skills are essential.
• Experience leading committees, volunteers, or cross-functional teams is preferred.
• Excellent interpersonal and communication abilities are required.
• Ability to manage multiple projects and deadlines simultaneously.
• Proficiency with Microsoft Office Suite (Outlook, Teams, Excel, PowerPoint) is expected.

Responsibilities

• Coordinate and manage site visits, customer visits, employee events, and special programs.
• Plan and oversee all event logistics, including venue selection, room setup, catering, and audiovisual needs.
• Coordinate lunches, refreshments, and catering services for meetings and events.
• Manage relationships with venues, vendors, caterers, and service providers.
• Develop event timelines, schedules, and communication plans.
• Recruit, organize, and lead event planning committee members and volunteers.
• Facilitate planning committee meetings and ensure event objectives and deadlines are met.
• Monitor event budgets and track related expenses.
• Coordinate attendee registrations, guest communications, and event materials.
• Ensure meeting rooms and event spaces are prepared and configured appropriately.
• Identify and resolve issues proactively to ensure successful event execution.
• Conduct post-event evaluations and recommend process improvements.

Skills

Project management

Organizational skills

Leadership/Team coordination

Communication skills

Vendor/ committee coordination

Tools

Microsoft Office Suite

Job description

We're seeking for an Site Event Coordinator / Operations Professional for our direct client.

Job Details

Role: Site Event Coordinator / Operations Professional

Location: Albany, NY

Long term contract

Job Description

The Client site has a variety of events that are hosted and the important nature of many of these visits require that the presentation, logistics and general flow of these days is seamless. The role of the Site Event Coordinator / Operations Professions is a hybrid role where they will interface with project teams, hosts, operations leads and executive management with the goal of delivering first class support and service for all event and meeting experiences. The Event Coordinator will focus on outstanding client experience helping researchers and clients to excel at their partnership and operations excellence.

Key Responsibilities

• Coordinate and manage site visits, customer visits, employee events, and special programs.
• Plan and oversee all event logistics, including venue selection, room setup, catering, and audiovisual requirements.
• Coordinate lunches, refreshments, and catering services for meetings and events.
• Manage relationships with venues, vendors, caterers, and service providers.
• Develop event timelines, schedules, and communication plans.
• Recruit, organize, and lead event planning committee members and volunteers.
• Facilitate planning committee meetings and ensure event objectives and deadlines are met.
• Monitor event budgets and track related expenses.
• Coordinate attendee registrations, guest communications, and event materials.
• Ensure meeting rooms and event spaces are prepared and configured appropriately.
• Identify and resolve issues proactively to ensure successful event execution.
• Conduct post-event evaluations and recommend process improvements.

Qualifications

• 2+ years of experience coordinating events, meetings, corporate functions, or hospitality operations.
• Strong project management and organizational skills.
• Experience leading committees, volunteers, or cross-functional teams.
• Excellent interpersonal and communication skills.
• Ability to manage multiple projects and deadlines simultaneously.
• Proficiency with Microsoft Office Suite, including Outlook, Teams, Excel, and PowerPoint.
• Detail-oriented with strong problem-solving abilities.
• Ability to work onsite and occasionally support events outside of standard business hours.

Key Competencies

• Event Planning & Coordination
• Project Management
• Vendor Management
• Leadership & Team Coordination
• Customer Service
• Logistics Management
• Communication & Relationship Building
• Organizational Excellence