Event Planning / Conference Services Coordinator

JOB DESCRIPTION

Event Planning / Conference Services Coordinator

Job Title: Event Planning / Conference Services Coordinator
Location: Tampa, FL
Work Arrangement: Onsite
Pay Rate: $30.00/hr W2
Duration: 6 Months

Job Summary

The Event Planning / Conference Services Coordinator is responsible for planning, coordinating, and executing meetings and events ranging from 10 to 500 attendees, with varying levels of complexity.

The role requires strong project management, organization, communication, and customer service skills, along with the ability to manage multiple event details simultaneously and work effectively with senior management, clients, vendors, and internal business partners.

Key Responsibilities

• Plan and coordinate meetings and events ranging from 10–500 attendees.
• Create, manage, and reconcile event project plans and budgets.
• Lead event teams and coordinate multiple aspects of events simultaneously.
• Collaborate with senior management, business partners, clients, and internal teams.
• Provide strategic input and recommendations regarding event development.
• Partner with Food Services, Conference Services, Audio Visual, Security, Facilities, and other internal teams.
• Coordinate site selection, RFP processes, vendor negotiations, and contract administration.
• Manage hotel arrangements, air/ground transportation, logistics, menus, room setup, décor, and audiovisual requirements.
• Coordinate invitations, graphic design, website development, printing, registration, speakers, giveaways, entertainment, activities, and event staff travel.
• Oversee meetings and events within the designated center.
• Provide high-touch customer service by meeting and greeting clients and assisting them throughout their visit.
• Address client issues and drive effective solutions while maintaining a positive customer experience.
• Maintain a professional, flexible, and customer-focused attitude.
• Participate in daily operations meetings and weekly event planning reviews.
• Conduct pre-conference and post-conference calls/meetings as needed.
• Manage meeting space issues and escalate unresolved concerns to the lead planner or manager.
• Provide reception support, including answering telephone calls, responding to emails, and greeting/escorting clients to meeting rooms.
• Use the EMS (Event Management System) to manage reservations, review requests, and generate accurate reports.
• Maintain communication between the planning team and reservation holders throughout the booking process.
• Prioritize and process new meeting room reservations received through online booking tools.
• Deliver a high level of service and attention to detail throughout the event planning process.

Key Skills & Qualifications

• Strong event planning and coordination experience.
• Experience managing meetings and events of varying size and complexity.
• Strong project management and organizational skills.
• Experience managing event budgets, timelines, vendors, and logistics.
• Excellent written and verbal communication skills.
• Strong customer service and relationship-building skills.
• Ability to manage multiple priorities and details simultaneously.
• Ability to work effectively with senior-level stakeholders, clients, vendors, and internal business partners.
• Strong problem-solving skills and a proactive, “can-do” attitude.
• Experience with event management or reservation systems preferred.
• Ability to work onsite in Tampa, FL.