Job Description
The Project Coordinator will play a key role in planning, organizing, and executing events, ensuring they run smoothly from inception to completion. This position involves coordinating event logistics, managing resources, liaising with clients and vendors, and ensuring that all projects are delivered on time, within budget, and to the highest standards.
Responsibilities
Event Planning & Coordination:
- Assist in developing event plans, schedules, and timelines.
- Coordinate various phases of event execution, ensuring alignment with objectives.
- Liaise with internal teams, vendors, and stakeholders to streamline event logistics.
Resource & Vendor Management:
- Source and coordinate with vendors, suppliers, and venues.
- Track availability and allocation of event resources, including staff, equipment, and materials.
- Ensure all third-party agreements are in place and meet project requirements.
Communication & Client Liaison:
- Serve as a key point of contact between the project manager, clients, and stakeholders.
- Provide regular updates on event progress and address any concerns proactively.
- Prepare and distribute event-related communications, including timelines, action plans, and reports.
Budget & Cost Tracking:
- Assist in managing event budgets and tracking expenses.
- Prepare financial reports and monitor any deviations from the budget.
- Identify cost-saving opportunities while maintaining quality standards.
Risk & Issue Management:
- Identify potential risks and challenges in event execution.
- Work with the project manager to develop contingency plans and solutions.
- Ensure all necessary permits, approvals, and compliance measures are in place.
On-Site Event Support:
- Oversee on-site event execution to ensure smooth operations.
- Coordinate team members, handle last-minute changes, and resolve issues promptly.
- Ensure events are executed according to brand standards and client expectations.
Post-Event Reporting & Documentation:
- Compile event reports, including key learnings, feedback, and performance metrics.
- Maintain organized documentation of project plans, contracts, and event details.
- Assist in post-event evaluations and future event planning improvements.
Qualifications
- Bachelor’s degree in Event Management, Business, Communications, or a related field.
- 2+ years of experience in project coordination, preferably in an event or agency setting.
- Strong organizational skills with the ability to multitask and meet deadlines.
- Excellent communication and negotiation skills.
- Proficiency in project management tools (Trello, Asana) and Microsoft Office Suite.
- Ability to work in a fast-paced environment and handle pressure effectively.
- Flexibility to work evenings, weekends, and travel for events as needed.
To Apply
* Gorilla Event is committed to equal employment opportunities and does not discriminate against any employee or applicant for employment based on factors such as race, color, religion, national origin, age, gender, sex, ancestry, citizenship status, mental or physical disability, genetic information, sexual orientation, veteran status, or military status. We actively seek individuals to join our team and do not engage with recruiters, agencies, or offshore firms in our hiring process.