Event Coordinator
The Passion, Reach and Authenticity
- Fort Lauderdale, FL
- Permanent
- Full-time
- Provide support to Experience Designers by assisting with program development, cost preparation and supplier partner communications to obtain and confirm product pricing, availability and reservations
- Produce program summaries/deposit invoices, service agreements, and related correspondence
- Research, develop and maintain business relationships with supplier/partners
- Assist Experience Designers in the continuous development of new products and services and innovative program elements
- Track status of upcoming programs and gather requested program information to assist Event Producers with program elements, such as confirming vendors and Field Staff
- Operation of smaller programs, including communication with clients, scheduling and confirming suppliers, handling costing elements, program close out, etc.
- Assist Event Producers with advancing venues and ability to serve as onsite point of contact for suppliers and Field Staff
- Coordinate Field Staff scheduling, confirming availability as well as updates to Field Staff database
- Assist Event Producers with completion of paperwork including pre-program planning and invoicing
- Provide backup support to Accounting department by assisting with payment tracking and spreadsheet updating
- Maintain Operations Calendar & City-Wide Events Calendar
- assignments such as creating material for Field Staff training sessions, organizing Field Staff appreciation events, sending supplier thank you and gifts, maintain up-to-date transportation partner fleet inventory and pricing grids
- At least one year of work experience in a DMC, incentive travel, event planning company, event venue or related field in an administrative and/or operations capacity preferred, but not required. - Transportation experience preferred, but not required
- Strong computer knowledge including database, Microsoft Office - Word, Excel, PowerPoint, etc.
- Ability to communicate effectively and professionally through email and phone with clients, suppliers, and Field Staff
- Possess proactive and analytical problem-solving skills. - Knowledge of local area attractions, hotels, city streets, parks and other venues
- Ability to work in a team environment
- Ability to work flexible hours; including general office hours, weekends, frequent evenings, and some holidays
- Ability to travel sometimes up to seven (7) days within the region to manage programs
- Ability to work within deadline constraints and set priorities
- Possess a professional manner and appearance when representing PRA
- Ability to perform multiple projects simultaneously and prioritize responsibilities and work assignments