Event Coordinator, Administrative​/Clerical

Rapport

Salary: $75,000/Yr-$80,000/Yr

Other Forms of Compensation:

Rapport is a specialized division of FLIK Hospitality Group focused on all aspects of guest and employee services, meeting and event planning and conference center management. Distinct from recruitment agencies, we do not engage in temporary contracts. Our commitment is to foster long-term career development, allowing ambassadors to enjoy the comprehensive benefits of working directly with us.

Rapport invests in all of its ambassadors, allowing them to attain their career aspirations. It starts with a warm welcome to our business, followed by an individual training and development program. You’ll be encouraged to become the very best you can be throughout your career here, and will be provided with the skills to step into your next big role.

Becoming a Rapport ambassador means becoming part of a global community, collaborating with diverse talents, sharing ideas, and experiencing a workplace culture that extends beyond local boundaries. Your journey with us is more than just a job: it’s a meaningful career.

We are seeking a dynamic and detail-oriented Event Coordinator to join our team. This individual will serve as a key liaison between support departments and event hosts, managing all aspects of event coordination to ensure seamless execution. The ideal candidate is organized, proactive, and capable of handling the intricacies of planning events for executive-level and C-suite stakeholders. This position will report directly to the Conference Services Manager and assist with additional tasks as assigned.

• Event Planning and Coordination:
  • Act as the primary liaison between internal teams (e.g., catering, audiovisual, IT, and facilities) to ensure all event needs are met.
  • Collaborate with event hosts to recommend the best spaces and configurations to meet their needs.
  • Develop comprehensive run-of-show documents, detailing step-by-step timelines and responsibilities for all event aspects.
  • Oversee event setup, execution, and breakdown, ensuring all elements align with expectations.
• Logistics Management:
  • Coordinate travel arrangements and accommodations for event hosts and VIP attendees as needed.
  • Manage scheduling and booking for event spaces, ensuring appropriate resources are allocated.
  • Provide guidance on audiovisual and IT requirements, ensuring all technical needs are addressed in advance.
• Stakeholder Engagement:
  • Work closely with executive-level and C-suite employees to ensure their expectations are met with the highest level of professionalism.
  • Communicate regularly with event hosts to provide updates and gather feedback throughout the planning process.
• Problem Solving and Adaptability:
  • Anticipate potential challenges and develop contingency plans to ensure events run smoothly.
  • Respond to last-minute changes or requests with efficiency and poise.
• Additional Responsibilities:
  • Report to the Conference Services Manager and assist with other tasks and projects as needed.
  • Manage vendor relationships and contracts as required.
  • Ensure compliance with company policies and safety regulations during all events.
  • Maintain detailed records of event expenses and budgets.
  • Assist in post-event evaluations to identify areas for improvement.
  • Inputs and maintains all reservation data for on site and off premise (other corporate site locations) events including inquiries, tentative and definite. Details function sheets with specific needs & menu items
  • Creates buffet signage and printed menus as required for each event.
  • Assembles and performs upkeep of organized event files including all correspondence, orders, invoices, payments, proposals, function sheets, etc.
  • Handles all phone and online event inquiries including all pertinent event information client contact, date, time, format, number of guests, location, etc.
  • Prepares proposals for events and submits staff requisitions.
  • Receives and processes all deposits.
  • Prepares final event invoicing and expense reports on a monthly basis.

• Proven experience in event planning or coordination, preferably in a corporate setting.
• Strong organizational and time-management skills with the…