EVENT COORDINATOR

Compass Group•New York, NY

27d•$75,000 - $80,000

About The Position

Rapport is a specialized division of FLIK Hospitality Group focused on all aspects of guest and employee services, meeting and event planning and conference center management. Distinct from recruitment agencies, we do not engage in temporary contracts. Our commitment is to foster long-term career development, allowing ambassadors to enjoy the comprehensive benefits of working directly with us. Rapport invests in all of its ambassadors, allowing them to attain their career aspirations. It starts with a warm welcome to our business, followed by an individual training and development program. You’ll be encouraged to become the very best you can be throughout your career here, and will be provided with the skills to step into your next big role. Becoming a Rapport ambassador means becoming part of a global community, collaborating with diverse talents, sharing ideas, and experiencing a workplace culture that extends beyond local boundaries. Your journey with us is more than just a job: it’s a meaningful career. We are seeking a dynamic and detail-oriented Event Coordinator to join our team. This individual will serve as a key liaison between support departments and event hosts, managing all aspects of event coordination to ensure seamless execution. The ideal candidate is organized, proactive, and capable of handling the intricacies of planning events for executive-level and C-suite stakeholders. This position will report directly to the Conference Services Manager and assist with additional tasks as assigned.

Requirements

Proven experience in event planning or coordination, preferably in a corporate setting.
Strong organizational and time-management skills with the ability to handle multiple events simultaneously.
Excellent communication and interpersonal skills, with the ability to interact effectively with all levels of staff, including executives.
Proficiency in event management software and tools is a plus.
Flexibility to work non-standard hours as required by event schedules.
Outstanding customer service skills
Superior verbal and written communication skills
Highly proficiency with Microsoft Office product suite (i.e. Excel, Word, PowerPoint, Outlook)
Experience working in a technical/audiovisual environment.
Ability to work independently, prioritize effectively and make decisions when faced with ambiguity.
Ability to adapt quickly to change and maintain a flexible approach when providing customer support.
Able to remain mobile for extended periods during the workday.
Able to work flexible schedules to include evening and weekend hours.
Must be able to lift 50 pounds.
Work experience with reservation software platforms i.e. EMS
Communications, Event Planning or Hospitality background

Responsibilities

Act as the primary liaison between internal teams (e.g., catering, audiovisual, IT, and facilities) to ensure all event needs are met.
Collaborate with event hosts to recommend the best spaces and configurations to meet their needs.
Develop comprehensive run-of-show documents, detailing step-by-step timelines and responsibilities for all event aspects.
Oversee event setup, execution, and breakdown, ensuring all elements align with expectations.
Coordinate travel arrangements and accommodations for event hosts and VIP attendees as needed.
Manage scheduling and booking for event spaces, ensuring appropriate resources are allocated.
Provide guidance on audiovisual and IT requirements, ensuring all technical needs are addressed in advance.
Work closely with executive-level and C-suite employees to ensure their expectations are met with the highest level of professionalism.
Communicate regularly with event hosts to provide updates and gather feedback throughout the planning process.
Anticipate potential challenges and develop contingency plans to ensure events run smoothly.
Respond to last-minute changes or requests with efficiency and poise.
Report to the Conference Services Manager and assist with other tasks and projects as needed.
Manage vendor relationships and contracts as required.
Ensure compliance with company policies and safety regulations during all events.
Maintain detailed records of event expenses and budgets.
Assist in post-event evaluations to identify areas for improvement.
Inputs and maintains all reservation data for on site and off premise (other corporate site locations) events including inquiries, tentative and definite. Details function sheets with specific needs & menu items
Creates buffet signage and printed menus as required for each event.
Assembles and performs upkeep of organized event files including all correspondence, orders, invoices, payments, proposals, function sheets, etc.
Handles all phone and online event inquiries including all pertinent event information client contact, date, time, format, number of guests, location, etc.
Prepares proposals for events and submits staff requisitions.
Receives and processes all deposits.
Prepares final event invoicing and expense reports on a monthly basis.