Event Coordinator (Hybrid - Fort Wayne, IN)

Sirva•Fort Wayne, IN

2d•Hybrid

About The Position

The Event Coordinator supports the planning and execution of Sirva’s corporate events, tradeshows, conferences, and other marketing experiences. Based in the Fort Wayne office, this role has primary responsibility for coordinating local and regional tradeshows while providing logistical and administrative support for larger national events and conferences. The role also supports event registration and attendee management, shipping and inventory, partnerships, event administration, and budget documentation. Periodic travel to support events may be required.

Requirements

Strong organizational skills and exceptional attention to detail.
Ability to manage multiple projects, deadlines, and priorities simultaneously.
Strong written and verbal communication skills.
Comfort working independently while collaborating with multiple teams and stakeholders.
Willingness to travel periodically to support events.
Ability to assist with event setup and movement of event materials as required.

Nice To Haves

Associate’s or Bachelor’s degree in marketing, communications, hospitality, event management, business, or a related field.
Experience in event coordination, marketing, hospitality, project coordination, or a related area; relevant internship experience will be considered.
Proficiency with Microsoft Office, including Outlook, Excel, PowerPoint, and Teams.
Experience with event registration platforms such as Cvent.

Responsibilities

Coordinate planning and execution for local and regional tradeshows and conferences.
Manage event timelines, checklists, deadlines, and logistical requirements.
Coordinate booth requirements, signage, collateral, promotional items, and materials.
Support larger conferences, events, meetings, and strategic events as needed.
Communicate with event organizers and internal stakeholders to confirm requirements and meet deadlines.
Provide onsite event support as required, including setup, registration, booth support, and teardown.
Build, update, and manage event registration sites and attendee communications.
Monitor registration activity and provide regular attendance updates.
Coordinate name badges, attendee lists, signage, table tents, and other event materials.
Support hotel room blocks and attendee logistics.
Coordinate outbound and return shipping of event materials; prepare shipping documentation and monitor shipments.
Maintain inventory of tradeshow displays, signage, promotional items, collateral, and other event materials.
Track inventory levels and coordinate replenishment or replacement of materials.
Account for, organize, and store returned event materials; conduct periodic inventory reviews and maintain accurate records.
Maintain event calendars, planning documents, vendor information, and other event records.
Assist with sourcing venues, vendors, promotional items, and event services.
Support sponsorship and partnership deliverables, tracking deadlines, benefits, and required materials.
Participate in post-event reviews and document results, learnings, and recommendations.
Identify opportunities to improve event processes, organization, and efficiency.
Collect, track, and process departmental invoices and purchase documentation.
Coordinate with vendors and internal Finance teams to resolve invoice or payment questions.
Assist with purchase orders, deposits, contracts, and other documentation.
Maintain accurate budget trackers and identify discrepancies.