Event Coordinator

Benefits:

401(k) 401(k) matching Competitive salary Dental insurance Employee discounts Health insurance Paid time off Vision insurance Wellness resources Oasis Outdoors is looking for an Event Coordinator to be responsible for planning, organizing, and executing events, ranging from corporate conferences to weddings, ensuring they run smoothly and meet objectives. Key duties include managing vendor relationships, budgeting, venue selection, attendee registration, and overseeing on-site logistics.

Key Responsibilities & Duties Event Coordination & Client Management:

Serve as the main point of contact for clients from the moment of booking through event completion, ensuring all details are handled and expectations are met. Work closely with the operations and entertainment teams to ensure smooth event execution and a positive guest experience. Create and manage event proposals, contracts, and invoices, ensuring all details are accurately captured.

Planning & Logistics:

Develop detailed project plans, timelines, and schedules, including venue selection, seating arrangements, and décor.

Vendor Management:

Research, negotiate with, and coordinate vendors such as caterers, entertainers, and AV teams.

Budgeting & Finances:

Track event expenses, process invoices, and adhere to set budgets.

Registration & Attendance:

Manage attendee RSVPs, registration systems, and create materials like name badges and attendee lists.

On-Site Execution:

Work on-site to oversee setup, manage staff/volunteers, troubleshoot issues, and manage event teardown.

Promotion:

Assist in creating marketing materials and managing event communications, including emails and web updates.

Required Skills & Qualifications Experience:

Proven experience in event planning, coordination, or hospitality management.

Organization:

Excellent project management, multitasking, and organizational skills.

Communication:

Strong interpersonal and communication skills to deal with vendors, clients, and staff.

Technology :

Proficiency in Microsoft Office (Excel, PowerPoint), CRM systems, or event management software.

Problem-Solving:

Ability to remain calm under pressure and resolve issues quickly.

Education:

Bachelor's degree in hospitality, marketing, or related field preferred.