Event & Travel Coordinator

Lumbermens Merchandising Corporation•Wayne, PA

About The Position

The Event & Travel Coordinator supports the planning, coordination, and execution of corporate meetings, events, and business travel. The position manages meeting logistics, attendee and exhibitor coordination, registration, hotel accommodations, air and ground transportation, and related administrative activities. The Coordinator works with internal departments, dealers, exhibitors, vendors, hotels, travel partners, and other external contacts to deliver well-organized events and efficient, cost-effective travel arrangements. The role assists with corporate meetings and events, independently coordinates logistics for smaller events, prepares meeting documentation and materials, supports registration and exhibitor processes, monitors event budgets, and provides on-site event support. It also arranges and reviews employee and Board-related travel, manages ticket changes and credits, works with travel partners, maintains corporate transportation arrangements, and supports travel expense reporting and policy compliance. The position may perform other duties as required.

Requirements

Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
Excellent customer service, communication, and relationship-building skills.
Proficiency in Microsoft Outlook, Word, and Excel.
Ability to travel approximately 10% annually.

Nice To Haves

1–3 years of experience in event planning, corporate travel, hospitality, or a related field.
Bachelor’s degree in Business Administration, Marketing, Communications, Hospitality, or a related field; equivalent experience considered.
Experience with an event registration or meeting management system.
Cvent experience.

Responsibilities

Assist with planning and executing corporate meetings and events, including the Annual Meeting, Forest Products & Building Materials Expo, Regional Meetings, Hardware Express, Board of Directors Meetings, employee meetings, and other corporate events.
Independently coordinate logistics for smaller meetings and events, including hotel accommodations, meeting space, catering, audio-visual requirements, room setup, and other event needs.
Prepare and maintain meeting agendas and event specifications, including meeting room sets, banquet event orders, catering arrangements, and audio-visual requirements.
Coordinate attendee room blocks and monitor hotel pickup and housing reports.
Support event registration, including attendee registration, meeting confirmations, exhibitor and booth contract processing, and preparation of attendee and staff registration materials.
Coordinate exhibitor contracts, including supplier invitations, tracking committed and non-committed exhibitors, and preparing reports for internal departments.
Monitor assigned event-related revenue, expenses, and budgets.
Prepare name badges, tent cards, registration packets, signage, and other meeting materials.
Coordinate preparation and shipment of on-site registration equipment and materials, including laptops, badge printers, badge stock, holders, lanyards, handouts, and supplies.
Maintain inventory and order supplies and materials for internal and external meetings.
Monitor conference room schedules and prepare daily room signage as needed.
Provide on-site support for corporate meetings and events, including registration, vendor coordination, attendee assistance, and troubleshooting.
Arrange air travel for employees attending corporate meetings and other business travel in accordance with the Corporate Travel Policy.
Coordinate travel arrangements for Board of Directors and Committee Members, including air reservations, hotel accommodations, ground transportation, and travel manifests.
Maintain and update individual traveler profiles and ensure reservation and ticketing information is accurate.
Review travel itineraries and airline ticketing for accuracy, appropriate routing, and cost effectiveness.
Manage airline ticket refunds, voids, exchanges, and unused ticket credits to recover and use available funds appropriately.
Coordinate the use of complimentary airline certificates, credits, and other travel benefits to help reduce corporate travel expenses.
Work with airline and travel partners to identify and negotiate meeting-related discounts and ensure discount codes and programs are available to travelers.
Negotiate and maintain corporate car rental agreements and coordinate other ground transportation arrangements.
Maintain working knowledge of airline rules, ticketing requirements, fares, and other travel industry practices affecting corporate travel.
Prepare airfare and travel cost analyses for prospective meeting locations and assist with periodic and year-end travel expense reporting.
Review and prepare corporate travel account statements for payment and allocate charges to departments appropriately.
Ensure travel arrangements comply with corporate travel policies, authorization requirements, and established procedures.
Perform other duties as required.