Corporate Hospital & Events Coordinator

FOUTS BROS INC•Milledgeville, GA

just now•Onsite

About The Position

The Corporate Events Coordinator is responsible for overseeing the end-to-end coordination of customer experiences, corporate events, and aviation-related administrative support. This role serves as a central liaison between Sales, Marketing, Accounting, Vendors, Pilots when necessary, and Leadership to ensure all logistics and activities are executed efficiently, accurately, and in alignment with company standards. This position combines operational coordination, customer-facing hospitality, and financial oversight, requiring strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The role is critical in delivering high-quality customer experiences, maintaining operational efficiency, and supporting business growth through seamless coordination of travel, events, and brand presence.

Requirements

Prior experience in operations, aviation coordination, event planning, hospitality, or logistics environment strongly preferred.
Strong organizational skills with the ability to manage multiple projects simultaneously in a fast-paced environment.
Excellent verbal and written communication skills with the ability to coordinate across multiple departments and stakeholders.
Experience with data tracking, reporting, and financial reconciliation; ability to analyze and ensure accuracy of operational data.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and ability to learn specialized systems (e.g., scheduling and reporting software).
Strong attention to detail with a focus on accuracy, compliance, and presentation quality.
Demonstrated ability to solve problems and make decisions under time pressure, especially with changing schedules or priorities.
Ability to maintain a high level of professionalism and customer service, delivering premium experience to internal and external stakeholders.
Self-motivated with the ability to work independently while maintaining strong collaboration across teams.

Nice To Haves

Bachelor’s degree preferred in business administration, aviation management, hospitality management, logistics, or related field.

Responsibilities

Coordinate end-to-end logistics for fire-department and dealer visits, including flight itineraries, FBO arrivals, ground transportation, and on-site agendas.
Build and distribute detailed itineraries; manage last-minute schedule changes.
Deliver high-touch on-site hospitality experiences including catering, dining reservations, and accommodating guest requests from arrival through departure.
Plan and execute corporate events and hospitality functions, including the annual Dealer Summit, Dealer Principal Weekend, Quarterly Sales Meetings, Christmas Party, and July Sales Event.
Negotiate and execute hotel room blocks, rentals, florals, gifts, off-site experiences, and executive travel arrangements.
Administer the Cvent event management platform, including annual renewals and invoice processing.
Provide administrative support for the company aircraft, coordinating directly with pilots to optimize routes, minimize cost, and ensure operational readiness.
Assist with flight scheduling and trip execution using BART.
Track and reconcile aviation expenses including fuel, maintenance, Wi-Fi, and crew travel; ensure alignment between invoices, logs, and reporting.
Support vendor relationships, including CASP (maintenance), GoGo (inflight connectivity), and aviation insurance; maintain aviation account credentials and points-of-contact records.
Ensure compliance with reporting requirements, including tax-related flight tracking and documentation.
Manage day-to-day vendor relationships across event, travel, aviation, and corporate-services categories.
Process invoices and administer corporate credit card payments with proper approvals, timely payments, and accurate recordkeeping.
Generate monthly and annual reporting related to flight hours, customer activity, and financial summaries for leadership and accounting.
Maintain tracking systems, calendars, and documentation to ensure organization and visibility across projects and activities.
Monitor budgets and identify cost-saving opportunities across aviation, hospitality, and event operations.
Drive continuous improvement initiatives related to scheduling, reporting, customer experience, and operational efficiency.
Serve as the primary coordination point across Sales, Marketing, Pilots, Vendors, Accounting, and Leadership.
Coordinate catering and meal service for in-office customer visits and executive meetings.
Provide ad-hoc administrative support to leadership and senior staff as needed.