Event Coordinator

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.  

ESSENTIAL DUTIES AND RESPONSIBILITIES

Program Support

• 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.

Administrative Support

• 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.

On-Site Event Support

• 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.

Team Collaboration

• 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.

Event Staff and Contracted Event Manager Hiring

• 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.

QUALITY OF WORK RESPONSIBILITIES

• Each employee at Cohera is expected to carry out all Quality of Work Responsibilities: to work as a productive team member, take initiative, act creatively, operate flexibly, and do everything with honesty, integrity, and with a focus on client satisfaction.
• Work well in a fast-paced team environment, be willing to help others, work overtime when required, and deliver quality service to our clients.
• Act in a self-starting way, make good independent decisions, and take steps to complete work within time parameters.
• Generate new and innovative ways to improve Cohera products and services.
• Recognize essential elements of a challenge and develop creative solutions.
• Respond quickly to changing circumstances, anticipate new developments where possible, be receptive to new ideas/methods.
• Act in a forthright way.
• Give and accept feedback constructively.
• Recognize and consider the client’s expectations and needs, be willing to “do what it takes” to fulfill those expectations.
• Any other duties as assigned.

JOB SCOPE

This job has recurring work situations involving moderate degrees of discretion. The need for accuracy and effective utilization of accepted policies and procedures is high. Errors in judgment and execution will waste time and resources, adversely impacting unit performance.  Employees operate independently but work is verified by supervision.

COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• Minimum of two year’s work experience.
• Internship or project-based experience in event operations, event design, hospitality, or creative services a plus.

Knowledge, Skills and Abilities

• Exceptional communication and interpersonal skills.
• Strategic thinker with the ability to translate vision into actionable plans.
• High proficiency in multitasking, decision-making, and navigating ambiguity.
• Skilled in relationship-building with clients, vendors, and internal stakeholders.
• Solutions-oriented with the ability to work independently and as part of a team.
• Ability to travel to other Cohera office locations by vehicle or airplane. 

Equipment and Applications

• Advanced proficiency in Microsoft Office Suite; adaptable to CRM and other software (e.g., Salesforce, Dayforce).
• Computer, phone, copiers, smart phones, tablets and other standard office equipment.

JOB CONDITIONS

The specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. The noise level in the work environment is usually low. The physical demands described below are representative of those that must be met by an associate to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the associate is:

• Frequently required to perform administrative and professional work using writing tools and electronic media.
• Required to be ambulatory to move around freely between buildings and between levels within buildings.
• Occasionally lift and/or move up to 30 pounds.
• Occasionally exposed to fumes or airborne particles and toxic or caustic chemicals associated with office work.

DISCLAIMER

This job description outlines the primary duties and responsibilities of the role as it currently exists. It is not intended to be a complete list of all tasks that may be assigned. From time to time, you may be asked to take on additional duties to support business needs and participation in such tasks will be discussed and agreed upon as appropriate.

Acknowledgements:

Cohera is an Equal Opportunity-Affirmative Action Employer / Disability / Veteran. Candidates who receive an offer of employment will be legally employed by 360 DG OCLA LLC dba 360 Destination Group until the organization transitions to Cohera LLC on April 1, 2026. Until that date, all employment-related documents including offer letters, agreements, and payroll records will reference 360 DG OCLA LLC dba 360 Destination Group. Upon transition, employment will transfer to Cohera LLC with no interruption to service, tenure, or benefits.