Event Coordinator, Administrative​/Clerical

The Event Coordinator is highly motivated college graduate or someone with equivalent experience who has exceptional organizational skills and who thrives working as part of an Event Management team supporting the successful planning and execution of client programs. This role works closely with Event Managers and department leadership to provide logistical support, prepare materials, coordinate vendors, and assist with on-site operations.

The ideal candidate is highly organized, detail-oriented, and enthusiastic about learning the DMC/event industry. As a key member of the team, the Event Coordinator is expected to embody the company’s vision, values, and culture. This includes showing appreciation for leadership guidance and fostering a respectful and collaborative work environment.

• Understand event cycles and support Event Managers in: venue management, production coordination, transportation & staffing, vendor management, and site inspections.
• Participate in turnover meetings to ensure accurate transfer of program details from Sales and Design to Event Management.
• Assist in preparing materials for programs including manifests, scope of services, production schedules, invoices, menus and signage.
• Support program logistics, such as planning visits, transportation coordination, hospitality desk support, permitting, tour registrations, dine around reservations and vendor communication.
• Maintain accurate documentation of program details, including contracts, schedules, and vendor confirmations.
• May support Event Staff scheduling in some destinations.

• Follow and adhere to the company’s processes and standards.
• Assist with data entry in platforms like Salesforce, SharePoint, ECS, or similar systems.
• Maintain organized electronic and physical program files.
• Provide scheduling and administrative support to Event Managers and adhere to all timing and financial deadlines.
• Assist with ordering program/office supplies.

• Participate in the setup and breakdown of events as needed.
• Assist with site inspections, walkthroughs, and client visits.
• Serve as on-site support for events as needed, managing assigned responsibilities such as guest check‑in, staff coordination, or vendor assistance.
• Monitor timelines and troubleshoot as directed by team members.
• Work weekends and evenings as needed.

• Attend internal meetings and team briefings.
• Communicate professionally with internal team members, clients, and vendors.
• Participate in the discovery of new vendors and assist with vendor management – onboarding paperwork, annual renewals and payments.
• Assist with field staff onboarding, scheduling, communication, payroll, training and uniform management if needed.
• Participate and assist with FAMs and hotel partner team outings.

• If the destination does not have a Staffing Coordinator, conduct interviews with prospective Event Staff and Contracted Event Managers to assess qualifications and fit for the position, collect completed Employment Applications, and submit the Event Staff hiring request with all required information and documentation to Human Resources well in advance of the staff’s first scheduled shift.
• Conduct I‑9 document verification in person or via video call, and ensure all information is accurately entered on the I‑9 form.
• Ensure clear front and back images of identification documents have been uploaded into onboarding packet.
• Submit and track E‑Verify cases promptly following I‑9 verification, resolving any issues as needed.
• Confirm Cohera Employment Offers are fully executed on the day of the I‑9 verification meeting.
• Provide virtual or in‑person technical assistance to Event Staff and Contracted Event Managers experiencing difficulties completing their onboarding packets, ensuring all required forms and information are accurate and complete.
• Monitor onboarding progress to ensure all steps are completed at least one (1) day prior to the individual’s first scheduled shift.

• Each employee at Cohera is expected to carry out all Quality of…