Triad Partners LLC
Event Coordinator (Finance)
So who are we?
Triad Partners is a business development company based out of Lawrence, KS. Our mission is to partner with elite financial advisors to create unlimited growth and freedom in their business and life. The candidate can expect to work with talented and motivated co-workers who are on a mission to change the industry. Must be willing to work in Lawrence, KS. Were looking for a full-time Event Coordinator to be the newest addition to our team of A-Players.
Competitive compensation, benefits, and meaningful equity will be granted for the right person.
What youll do here.
The purpose of this position is to ensure smooth day-to-day operations of the practice while providing superior customer service to the firms prospects, clients, and team members. Position requires this employee to be proficient in Microsoft excel as 40% of daily tasks are creating, updating, and duplicating each events manifests. The other 60% will be creating registration links, agendas, name tags, and welcome packets for each event. Work directly with hotel properties on submitting and updating rooming lists, food and beverage requirements, meeting room setup requirements and audio-visual requirements. Research and book flight options for attending staff members. Work closely with the Director of Gifting.
Responsibilities
Identify the clients requirements and expectations for each event.Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order.Manage all event set-up, tear down, and follow-up processes.Maintain event budgets.Book venues, entertainers, photographers, and schedule speakers.Conduct final inspections on the day of the event to ensure everything adheres to the clients standards.Assess an events overall success and submit findings.Establishing and maintaining relationships with vendors and venuesCreating an event registration for each event and distributing the registration link through proper channels.Planning event details and aspects, including full attendee lists, rooming lists, transportation lists, seating, dining and food allergies.Creating reliable financial reports and collecting payments on timeRemaining under budget with all costsManaging events and addressing potential problems that may arisePlanning for potential scenarios that could impact the integrity of the eventMaintaining a working knowledge of the complex needs of a wide variety of eventsPlan and organize events according to customer requirements, including researching and hiring vendors, booking venues, planning transportation, inviting participants, and creating signage.Communicate directly with the customer throughout the event planning process to learn requirements and goals, coordinate guest list and vendor specifications, and ensure all parties understand relevant information and details.Meet with sponsors, committees, organizations, and executives as necessary to discuss and plan event specifications such as scope, format, budget, administrative details, and special requirements.Negotiate contracts with venue personnel, caterers, hospitality staff, A/V providers, and other vendors to acquire necessary services and activities for events while meeting budgetary objectives.Monitor and oversee events from preparation and set-up through teardown to ensure adherence to planned format, compliance with regulations, cooperation between vendors, resolution of issues, and overall satisfaction of participants and sponsors.Perform post-event tasks promptly such as meeting with clients to ensure satisfaction, reviewing invoices and bills, approving payments, and documenting issues and resolutions.Evaluate potential locations, providers, vendors, and other professionals frequently to determine viability for future events and build a personal knowledge base to better serve clients.
Qualifications & Skills
At least 3 years' experience as an event coordinator.Well-organized with excellent multi-tasking abilities.Outstanding vendor management skills.Bachelors degree in hospitality management or public relations is preferred or 3-5 years of event planning and hospitality management experience.Strong communication and interpersonal skills.Excellent written and verbal communication skills, including ability to handle conflict calmly and professionallyDetail-oriented and reliable with good time-management skillsAble to work well individually and in a group