Event Coordinate

UG2•Boston, MA

8d•Onsite

About The Position

The Event Coordinator plans, coordinates, and executes organizational events, overseeing logistics from setup through breakdown. The role works with clients, vendors, internal teams, staff, and facilities management to ensure events run smoothly, meet safety requirements, and provide a positive customer experience. The coordinator manages the site event calendar, responds to event communications and work orders, and prepares and maintains event spaces before, during, and after use. This is an on-site role involving physical setup, breakdown, and maintenance of event spaces.

Requirements

Must be bilingual in English and Spanish.
One to three years of related experience is preferred.
Proficiency in Microsoft Outlook and other calendar-management tools.
Experience with work-order systems.
Strong organizational skills and attention to detail.
Excellent written and verbal communication skills.
Ability to repeatedly lift up to 50 pounds for event setup and breakdown.
Ability to work independently with minimal supervision and collaboratively as part of a team.
Experience using cleaning tools and equipment for event-space maintenance.
Strong customer-service skills and a focus on client satisfaction.
Ability to manage multiple events and priorities simultaneously.
Knowledge of event safety standards and fire regulations.

Responsibilities

Serve as the primary customer contact for event setup, headcount, and vendor needs.
Manage and maintain the site event calendar, including scheduling and approvals.
Support and maintain training rooms, conference rooms, lobbies, lounges, and common spaces.
Set up event spaces to customer requirements, including arranging furniture, power strips, and equipment, and reset spaces afterward.
Assist catering teams with indoor and outdoor catering-table setup and teardown.
Clean and maintain event spaces before, during, and after events, including vacuuming, emptying trash, and resetting rooms.
Support customers during longer events by managing trash, tidying spaces, and responding to ad hoc requests.
Set up audio-visual equipment and troubleshoot issues as needed.
Respond to event-related emails and work order tickets in a timely and professional manner.
Inspect equipment for damage after use, manage inventory, and ensure items are accounted for and in good working order.
Follow event safety standards and fire code regulations, including compliant seating arrangements.
Assist with ordering, moving, and storing event supplies and equipment.
Keep event spaces clean, organized, and ready for future use.
Attend weekly team meetings to coordinate upcoming events and discuss logistics.