Event Coordinator

EWC Team LLC • Broadview, IL

3h • Onsite

About The Position

The Event Coordinator works with new and existing clients to ensure the successful preparation and coordination of transportation services, manifest management, and overall event logistics.
Daily responsibilities include responding to emails and phone calls, providing pricing and availability for events, and coordinating chauffeur dispatch. Additional duties may include locating chauffeurs or passengers, monitoring customer service and on-time performance, tracking flights and check-in times, overseeing routes, updating call logs, and accurately recording reservation details.
The Event Coordinator is responsible for managing client reservations, including entering bookings into the system, as well as modifying or canceling reservations per client requests. This role also involves offering appropriate pricing options and planning transportation for a variety of needs, including corporate travel, group events, meetings, and conventions. Weekend availability is required.

As a critical member of the event planning team, the Event Coordinator plays a vital role in ensuring events of all sizes run smoothly and successfully. Responsibilities may vary depending on the scope and complexity of each event.
The Event Coordinator must demonstrate strong written and verbal communication skills, as they regularly interact with clients, attendees, and internal teams. This role is responsible for handling inquiries, responding to calls and emails, and ensuring all stakeholders have accurate and timely information.

The Event Coordinator delivers their commitments, stay within the budget, confirm pricing, acquire pre-payment when applicable and meet the organization’s expectations. The process may include creating vendor contracts, communicating with vendors, and ensuring that vendors’ payments are made on time.

Requirements

• High School Diploma
• Excellent written and verbal communication skills, including proofreading
• Strong customer service orientation with high standards for quality
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), email, and web-based tools
• Highly organized with strong time management and multitasking abilities
• Ability to exercise sound judgment, discretion, and maintain confidentiality
• Detail-oriented with the ability to meet deadlines in a fast-paced environment
• Capable of working both independently and collaboratively
• Flexible schedule, including availability outside standard business hours (Monday–Friday, 9:00 AM–5:00 PM)
• Strong problem-solving and decision-making skills
• Ability to manage multiple projects simultaneously
• Adaptable to seasonal workload fluctuations

Nice To Haves

• Previous call center or event planning experience preferred
• Familiarity with event planning software and basic marketing strategies preferred

Responsibilities

• Create, maintain, and organize files and program documentation
• Answer phones and respond to inquiries via phone and email in a timely, professional manner
• Monitor and manage Group and Wedding email inboxes
• Perform manifest management and accurate data entry
• Enter, update, and maintain group and wedding reservations
• Quote and book over-the-road transportation reservations
• Assist in the preparation and presentation of client proposals
• Conduct quality assurance for existing clients, including follow-ups (thank-you notes, surveys, etc.)
• Investigate and resolve service issues; escalate as needed
• Review incoming customer data to ensure completeness and accuracy
• Oversee daily transportation operations to support events
• Ensure all operations meet service agreements, contracts, and client expectations
• Coordinate all logistical aspects of events, including transportation and accommodations
• Monitor chauffeur performance and report compliments, issues, or service deficiencies
• Track operational performance through reporting and data analysis (customer profiles, cost, service levels)
• Ensure timely execution of all transportation and event-related activities
• Resolve day-to-day operational challenges and escalate when appropriate
• Build and maintain strong client relationships; identify opportunities to upsell and secure repeat business
• Provide on-site or remote support to clients and guests during events
• Support efficient communication and coordination across teams
• Provide recommendations and guidance to improve processes and client experience
• Contribute to marketing and promotional efforts as needed
• Perform additional duties as assigned by management

Benefits

• Paid time off (PTO) accrual
• Health insurance (eligible after 30 days)
• Employer-paid Basic Term Life Insurance ($15,000)
• Optional enrollment in Dental, Vision, Critical Illness, Accident, and additional Term Life plans
• 401(k) plan with employer match (eligible after 90 days)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees