Onsite Meeting and Event Operations Coordinator

AVI-SPL•East Hanover, NJ

4d•Onsite

About The Position

The Onsite Meeting and Event Operations Coordinator supports the planning and execution of onsite internal meetings, leadership sessions, special events, and high-visibility engagements by delivering a seamless client experience and strong operational coordination. This role serves as a key point of contact for clients and internal stakeholders, ensuring all meeting and event details are managed accurately, communicated clearly, and executed with a high level of professionalism. This position combines client-facing coordination with day-to-day event operations, partnering closely with on-site AV Technical and Special Event Producers and cross-functional support teams including AV, Remote Team, Room Booking, Catering, Facilities, Security, and external vendors. The role requires strong communication skills, excellent attention to detail, sound judgment, and the ability to work confidently with senior leaders and multiple service teams in a fast-paced environment.

Requirements

Strong communication and organizational skills with a high level of professionalism and client service.
Excellent attention to detail and ability to manage multiple priorities with accuracy and consistency.
Comfortable communicating and coordinating with senior leaders and executive-level stakeholders.
Experience supporting onsite meetings, events, hospitality operations, workplace services, or similar corporate event environments.
Strong knowledge of Outlook, SharePoint, and ServiceNow.
Experience managing multiple Outlook calendars and shared mailboxes.
Ability to coordinate across multiple departments, support teams, and vendors.
Strong problem-solving skills with the ability to troubleshoot and adapt quickly in a fast-paced environment.
Experience maintaining documentation, trackers, and reporting with a strong focus on follow-through.
Ability to support budgets, estimates, invoices, and expense reconciliation.

Nice To Haves

Experience developing or maintaining SOPs and process documentation is a plus.

Responsibilities

Serve as a primary point of contact for clients for onsite meetings and events, ensuring a responsive, polished, and high-quality experience from planning through completion.
Communicate clearly and consistently with clients, internal stakeholders, senior leaders, and support teams to confirm event goals, requirements, timelines, and expectations.
Support high-visibility and regulated engagements such as FDA audits, drug launch training sessions, Launch Readiness Review meetings, and executive or leadership events.
Provide day-to-day coordination, troubleshooting, and follow-up to ensure meetings and events are executed as planned.
Support end users responsible for self-service meetings by providing guidance on process, logistics, and available services.
Coordinate all operational aspects of onsite meetings and events, including room bookings, catering, facilities support, security, campus travel, transportation, AV, webcast, virtual support, and production needs including managing crew schedule assignments.
Manage multiple event components and sub-services to ensure all services are delivered according to client requirements and timelines.
Oversee onsite AV-supported activities in designated campus event spaces, including shared meeting and lobby spaces.
Support recurring onsite leadership and training programs, including standard and expanded service models, while coordinating with global support teams when applicable.
Prepare event materials and support logistics including supplies, equipment, printing, assembly, and shipment of materials.
Track project milestones, timelines, and priorities for meetings and events with time-sensitive deliverables.
Support the Statement of Work (SOW) process by ensuring required SOWs are created, reviewed, approved, completed, posted, and stored accurately and on time.
Partner with onsite AV Technical and Special Event Producers to review production details and confirm meeting requirements are properly documented.
Participate in production review meetings and global coordination calls to ensure accurate communication, readiness, and alignment across teams.
Maintain event records, project documentation, and planning materials in ServiceNow, Outlook, and SharePoint.
Support post-event review processes by gathering feedback, documenting outcomes, and identifying opportunities for continuous improvement.
Help maintain operational guides, support documents, and tools used to improve consistency and service delivery.
Act as a liaison between clients and key support teams including IT, AV, Real Estate and Facilities, Security, Catering, janitorial services, transportation providers, and external vendors.
Submit, enter, and track event details in the appropriate systems, request forms, and internal trackers according to process requirements.
Coordinate vendor and service partner activities related to setup, execution, breakdown, staffing, and event support needs.
Work with service partners and vendors to help identify practical and cost-effective solutions that align with client needs and budget parameters.
Support crew requests, facilities requests, billing coordination, and technology-related event needs.
Ensure all event details, schedules, updates, approvals, and records are accurately entered and maintained in ServiceNow, Outlook, and SharePoint.
Manage multiple Outlook calendars and mailboxes in support of meeting and event operations.
Prepare and maintain monthly reports, KPI and CSTT reporting, room utilization reports, attendance reports, incident reports, AV request counts, and other operational reporting as needed.
Support preparation of chargeback and event activity reports, including reporting related to executive committee meetings and campus meeting activity.
Track invoices, rental equipment, receipts, expenses, estimates, and service-related documentation to support reconciliation and financial tracking.
Maintain event timelines, project trackers, SOPs, presentation materials, and strategic project information.
Provide backup support for Room Booking team coverage and related coordination when needed.
Help ensure departmental OKRs and KPIs remain on track through accurate reporting and follow-up.