Meetings and Events Coordinator

This is a remote position.

At Encore Corporate Travel, the Meetings & Events Coordinator is the person who makes event travel work — seamlessly, confidently, and with precision. This role is responsible for orchestrating all logistics that bring a meeting or event to life: hotel coordination, attendee management, group air collaboration, reporting, and on-site readiness.

The coordinator connects every piece of the process — aligning internal teams, clients, and suppliers — to ensure each event runs with clarity, structure, and excellence. Through proactive planning and thoughtful coordination, they ensure that travel and logistics enhance the event experience rather than complicate it.

• Serve as the project lead for assigned meetings and events, managing all logistics from planning through post-event wrap-up.

• Handle venue sourcing, contracting, and rooming list management directly with hotels — ensuring accuracy, policy alignment, and exceptional service.

• Collaborate closely with the Group Air team by providing complete event, traveler, and policy details — enabling effective traveler support during and after business hours.

• Support with air booking assistance when required to maintain service continuity.

• Oversee attendee logistics, ground transportation, and on-site support to ensure a smooth and coordinated event experience.

• Maintain detailed project plans, tracking deliverables, milestones, and communications throughout the event lifecycle.

• Act as the central coordination point between internal teams — Group Air, Customer Success, Finance, Commercial, and Operations.

• Lead internal and client-facing meetings to ensure alignment on objectives, timelines, and execution plans.

• Anticipate needs, identify risks early, and resolve potential issues before they impact the event.

• Foster accountability, communication, and teamwork across all stakeholders.

• Define and document event technology requirements — including registration setup, approval workflows, attendee communications, and reporting expectations.

• Collaborate with the Customer Success team to execute configurations according to requirements.

• Conduct user acceptance testing (UAT) to validate readiness and provide the final go-live approval.

• Ensure data accuracy and consistency across all systems and reporting tools.

• Own all reporting deliverables for assigned events — including flight manifests, attendee registration reports, and post-event summaries.

• Deliver timely and accurate visibility into event progress, key milestones, and attendee data.

• Partner with Finance for budget tracking, billing accuracy, and post-event reconciliation.

• Maintain organized event records and ensure transparency across all documentation and reporting systems.

• Serve as the primary client contact for all travel and logistics coordination.

• Liaise directly with hotels, venues, and other suppliers to confirm details, deadlines, and deliverables.

• Represent Encore with professionalism and care, ensuring every interaction reflects the company’s high standards.

• Build strong, trust-based relationships that encourage collaboration and repeat engagement.

• 3+ years of experience in event coordination, group travel management, or operations.

• Strong understanding of hotel contracting, rooming list management, and air logistics.

• Excellent organizational skills with meticulous attention to detail.

• Proven ability to manage multiple projects simultaneously while maintaining accuracy and momentum.

• Strong communication skills and a commitment to exceptional client service.

• Proficiency in Microsoft Excel and other relevant business software.

• Experience in a corporate travel or event management environment.

• Familiarity with OBTs, registration systems, and reporting tools.

• Experience collaborating with implementation or tech configuration teams.

• Knowledge of air booking workflows and fare rules.

• Proficiency in project management…