Client Services Coordinator Event Marketing

Summary

Client Services Coordinator

Eventus is an experiential marketing, sports, entertainment and shopper-marketing company focused on connecting brands with multicultural consumers. As a part of the IN Marketing and Advantage Sales and Marketing network, Eventus is an industry-leading, strategic counsel and marketing services provider for Fortune 500 brands, sports, entertainment and cultural organizations active in the multicultural markets.

We are currently seeking a Client Services Coordinator. The CSC will work with the Sr. Client Services Manager and the Client Services Director to plan and execute all client services as assigned.

The CSC will need to communicate effectively with both as indicated by projects and tasks during program kick-offs of the multiple projects. The CSC is expected to support and in instances lead specific projects, while supporting on any other assigned projects where the need may arise. The Sr. CSM and CSD will help distribute projects as specified based on distributed project work load.

Primary responsibilities will include:

Local market calls and coordination; inclusive of call setup, meeting notes and related; coordination of all event details for events attending and collaboration with team members; acquire specific needs and requests for venue location; research geographical areas for events; determine proper contacts for venues and or vendors; contact reports; meeting recaps; follow up & notes; timelines; asset management; inventory master control; packing list; shipping; event checklist; preproduction meetings; estimates; check request & invoice planning; promoter & venue communication; insurance; coi’s independent contract agreement; labor & rental procurement and hiring; site check; safety review; event day planning; run of show; fact sheets; contact list; field team assignments; assets, premiums and product control & follow up; staffing vendor follow up; set up onsite management; site checks; post event follow up; event recap; vendor follow up & billing; inventory premium update and control; ordering of needed supplies; assets assessment; billing; invoicing; tracking; expenses backup; program binders.

Essential Job Duties and Responsibilities

Executes verbal and written business communications, in a manner that effectively achieves business objectives, reflects the Company’s commitment to integrity, and is in keeping with Company policies, including Code of Business Conduct and Ethics.

• Delivers work that meets or exceeds management expectations as to quality, quantity, timeliness and attendance.
• Ensures workflow and processes are followed as needed to achieve business objectives and maximum level of operational efficiency
• Adheres to Company Policies & Procedures including but not limited to associate policies found on the Company’s intranet site and the Company’s Code of Business Conduct and Ethics
• Complies with applicable laws
• Performs the job safely utilizing proper equipment and safety techniques
• Additional responsibilities as assigned by one’s supervisor or other manager related to the position/department

Schedule Requirements

• Ability to be flexible and willing to work extended hours when necessary

Education

• College Graduate, BA

Experience

• 1 to 3 years’ experience in event marketing, event planning, logistics coordination related fields

Skills & Competencies

• Bilingual, strong work ethic

Tools Software

• Fully capable in handling MS OFFICE, Word, Excel, Powerpoint; Tech and Digitally savvy.

Advantage Sales & Marketing, LLC is proud to be an Equal Opportunity Employer

Responsibilities

Advantage Sales and Marketing, LLC (ASM) is one of North America’s leading sales and marketing agencies specializing in outsourced sales, merchandising, category management and marketing services to manufacturers, suppliers and producers of food products and consumer packaged goods. ASM services a variety of trade channels including grocery, mass merchandise, specialty, convenience, drug, dollar, club, hardware, consumer electronics and home centers. We bridge the gap between manufacturers and retailers, providing consumers access to the best products available in the marketplace today.

Position Summary

The Client Services Coordinator (CSC) will work with the Sr. Client Services Manager and the Client Services Director to plan and execute all client services as assigned.

The CSC will need to communicate effectively with both as indicated by projects and tasks during program kick-offs of the multiple projects. The CSC is expected to support and in instances lead specific projects, while supporting on any other assigned projects where the need may arise. The Sr. CSM and CSD will help distribute projects as specified based on distributed project work load.

Primary responsibilities will include:

Local market calls and coordination; inclusive of call set-up, meeting notes and related; coordination of all event details for events attending and collaboration with team members; acquire specific needs and/or requests for venue location; research geographical areas for events; determine proper contacts for venues and or vendors; contact reports; meeting recaps; follow-up & notes; timelines; asset management; inventory master control; packing list; shipping; event checklist; pre-production meetings; estimates; check request & invoice planning; promoter & venue communication; insurance; coi’s / independent contract agreement; labor & rental procurement and hiring; site check; safety review; event day planning; run of show; fact sheets; contact list; field team assignments; assets, premiums and product control & follow up; staffing/vendor follow-up; set-up/onsite management; site-checks; post-event follow up; event recap; vendor follow up & billing; inventory/premium update and control; ordering of needed supplies; assets assessment; billing; invoicing; tracking; expenses back-up; program binders

Essential Job Duties and Responsibilities

• Program support and coordination in order to successfully execute on going client programs (i.e. asset development, demo coordination, street team supervision and leadership, staff training, event execution, staffing, timeline management, vendor relationships etc.)
• Administrative work; program billing, expense tracking, budget management and reconciliation
• Client Services support; build meeting agendas, meeting recaps, program recaps, program documents, etc.
• Strategic thinking; support team in creative ideas, program development and planning

Supervisory Responsibilities

Direct Reports

This position does not have supervisory responsibilities for direct reports

Indirect Reports

Does not have direct reports, but may delegate work of others and provide guidance, direction and mentoring to indirect reports

Travel and/or Driving Requirements

• Travel is an essential duty and function of this job. Driving is not an essential duty or function of this job.
• Travel up to 30%

Minimum Qualifications The following are the minimum job-related qualifications which an individual needs in order to successfully perform the essential duties and responsibilities of the job

Education Level: (Required) Bachelor's Degree or equivalent experience



Field of Study/Area of Experience:

• 1-3 years of experience in event marketing, event planning, logistics coordination related fields

Skills, Knowledge and Abilities

• Bilingual, strong work ethic
• Strong computer skills including proficiency with Microsoft Word, Excel, PowerPoint, Access, Outlook, and web-browsers

Environmental & Physical Requirements

Office / Sedentary Requirements

Incumbent must be able to perform the essential functions of the job. Work is performed primarily in an office environment. Typically requires the ability to sit for extended periods of time (66%+ each day), ability to hear the telephone, ability to enter data on a computer and may also require the ability to lift up to 10 pounds. A detailed Environmental and Physical Requirements document is available in the Total Rewards department.

Additional Information Regarding ASM Job Duties and Job Descriptions



Job duties include additional responsibilities as assigned by one’s supervisor or other manager related to the position/department. This job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. ASM reserves the right at any time with or without notice to alter or change job responsibilities, reassign or transfer job position or assign additional job responsibilities, subject to applicable law. ASM shall provide reasonable accommodations of known disabilities to enable a qualified applicant or employee to apply for employment, perform the essential functions of the job, or enjoy the benefits and privileges of employment as required by the law.

Any estimate, schedule, or guideline provided to associates in this job description or elsewhere in connection with their jobs is only intended to help describe job duties and for planning purposes. Regardless of any such estimate, schedule, or guideline, associates must always record all time worked for our company (which includes but is not limited to on-site work time in an assigned store, office, or other work location; required waiting time; administrative time; and work-related travel time).

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of associates so classified.

Are you passionate about Service Excellence, Results, Integrity, Entrepreneurial Focus and Leadership: These are our values at Advantage Sales & Marketing LLC. Come learn why “Winning Together” is more than just words on a piece of paper. It is the vision by which we live our mission as an organization: "To create outstanding value for clients and customers through superior sales execution, operational excellence and innovative marketing services."

Advantage Sales & Marketing LLC is committed to providing equal opportunity in all employment practices without regard to age, race, color, national origin, sex, sexual orientation, religion, physical or mental disability, or any other category protected by law. As part of this commitment, ASM shall provide reasonable accommodations of known disabilities to enable an applicant or employee to apply for employment, perform the essential functions of the job, or enjoy the benefits and privileges of employment as required by the law.