Event Coordinator

Memphis Grizzlies•Memphis, TN

1d•Onsite

About The Position

Bring unforgettable experiences to life—from Memphis Grizzlies and University of Memphis home games to concerts and family shows. As our Event Coordinator, you’ll lead assigned events end‑to-end—from initial costing through day‑of execution and final settlement. You will be the primary client/promoter liaison; build scaled AutoCAD layouts and operational plans; set and communicate staffing; ensure rider and safety/ADA compliance; manage budgets and documentation; validate contractor billing and deliver clean, on‑time settlements; coordinate vendors and cross‑functional teams—capturing post‑event learnings to drive continuous improvement.

Requirements

Bachelor’s degree in Facility/Event Management, Sports Administration, or equivalent experience.
2+ years coordinating large‑scale public events (sports, entertainment, venue operations).
Ability to develop, organize, and communicate event documentation for complex productions.
High accuracy and attention to detail; thrives in high‑pressure, fast‑paced settings.
Strong decision‑making, organization, and prioritization; meets tight deadlines via effective multi‑tasking.
Collaborative team player with strong customer relations skills.
Schedule flexibility: evenings, weekends, and holidays as events require.
Proficiency with Microsoft Office (Excel, Word, PowerPoint) and creating basic financial documents.

Nice To Haves

Proficiency in AutoCAD Suite (or similar CAD tools).
Knowledge and passion for live events and NBA basketball.

Responsibilities

Client & Stakeholder Leadership
Serve as the primary point of contact from kickoff to close; translate client/promoter requirements into clear operational plans and timelines.
Lead planning meetings to align scope, milestones, and day‑of execution.
Represent Event Operations professionally (building tours, team events, and major non‑assigned events).
Provide event guidance to other departments for off‑site/non‑facility initiatives.
Event Planning & Technical Production (AutoCAD)
Build and maintain accurate AutoCAD layouts (scaling and production floor plans).
Set staffing levels for contractors and departments; coordinate internal and external teams.
Draft event briefs and production documents; ensure rider and technical requirements are met.
Plan for safety, accessibility (ADA), and operational feasibility.
Financial Management & Settlement
Prepare and review cost estimates with the Events Manager.
Maintain complete event files (payroll, invoices, expense/time logs, damage reports).
Verify contractor billing, resolve discrepancies, and complete timely settlements.
Support operations budget (reconciliation, reporting, and recommendations).
Vendor & Contract Operations
Manage execution of contracts for Production Labor Services, Peer Security, First Aid, and other vendors.
Coordinate deliverables and staffing plans; confirm performance against requirements.
Ensure documentation is complete for settlement and post‑event follow‑up.
Communication, Documentation & Decision‑Making
Write concise event briefs, updates, and action lists; capture decisions and risks.
Produce post‑event summaries; document lessons learned and recommended improvements.
Make sound, timely decisions in fast‑paced environments; prioritize and escalate with context.
Perform other duties as assigned to support a high‑performing event environment.