Event Coordinator, Administrative​/Clerical

Atlas Print Solutions, is a full-service print production and design services agency with over 25 years of industry experience. Known for our exceptional customer service and expertise, we work with High-end Luxury Brands, Event Spaces, Major Retail Brands, Creative Agencies and Event Planners to bring their visions to life. Our dedicated in-house creative project managers and innovative solutions team, combined with our advanced production and installation capabilities, guarantee exceptional quality and environmentally sustainable graphic solutions.

The Event Coordinator (Operations) is a foundational role within the Events Division, responsible for the operational, systems, and administrative backbone that enables high-touch luxury event execution s role is not an execution-only or entry-level support position. It is an operations-focused role designed to ensure consistency, accuracy, and efficiency across all event programs, allowing Event Project Managers and senior leadership to focus on execution quality and client experience.

The Event Coordinator will own systems hygiene, vendor infrastructure, billing workflows, and reporting, and will play a critical role in scaling the division to support additional clients.

• Maintain project hygiene and task accuracy (project management + CRM)
• Own vendor database structure, accuracy, and status tracking
• Enforce standardized workflows, templates, and naming conventions across all projects
• Support SOP adherence across the Events Division
• Source, research, and onboard vendors in new and existing markets
• Maintain vendor profiles, pricing notes, availability, and performance history
• Support vendor outreach workflows and documentation (RFP prep, tracking, follow-ups)

• Manage billing intake, documentation, and internal tracking
• Support payment tracking and reconciliation in coordination with accounting
• Maintain accurate financial records related to events and vendors
• Ensure timely and complete data entry across systems

• Maintain organized file structures in Google Drive
• Manage production documentation, install images, invoices, and receipts inFile Maker
• Support preparation of monthly and quarterly recaps
• Assist with recurring reporting and recap preparation
• Identify operational gaps or inefficiencies and propose improvements
• Support system improvements as the division scales

The Event Coordinator will work across the following tools and must be comfortable learning and enforcing systems:

• Quick Books(coordination with accounting)
• Canva

• 2–4 years of experience in operations, event coordination, project coordination, or similar roles
• Proficient in  or similar CRM platform
• Strong organizational and process-oriented mindset
• High attention to detail and accuracy
• Comfort managing multiple projects and deadlines simultaneously
• Proficiency in Microsoft Office and Google Workspace

• Experience in luxury, retail, experiential marketing, or events
• Experience  or similar project management tools
• Familiarity with vendor sourcing, billing workflows, or operations support
• Comfort working in fast-paced, high-expectation environments