LSSS Project Coordinator

Bizzell•Washington, DC

About The Position

The Project/Logistics Coordinator provides administrative, project-management, and logistical support for in-person and virtual federal government conferences, meetings, trainings, workshops, and the development of materials. The position works closely with Senior Conference Planners, Meeting Planners, Project Managers, Writer/Editors, government clients, attendees, speakers, and vendors to ensure planning activities and deliverables are accurately tracked and completed.

Requirements

Associate’s or bachelor’s degree in hospitality, event management, business administration, communications, or a related field preferred; equivalent relevant experience may be considered.
Minimum 2–4 years of meeting, conference, project, or logistics coordination experience, including prior experience supporting meetings or events for federal government agencies or other government clients.
Experience supporting registration, attendee communications, travel logistics, hotels, vendors, meeting materials, or onsite conference operations.
Familiarity with government meeting environments, GSA per diem rates, federal travel procedures, and accessibility requirements preferred.
Excellent organizational, administrative, customer-service, and communication skills.
Strong attention to detail and ability to manage multiple assignments and deadlines.
Proficiency with Microsoft Office and familiarity with registration and virtual-meeting platforms.
Familiarity with Smartsheet preferred.

Responsibilities

Support the planning and execution of in-person, virtual, and hybrid government meetings and events.
Maintain project schedules, meeting calendars, action-item trackers, attendee lists, contact databases, and planning files.
Coordinate meeting invitations, registration communications, confirmations, reminders, and logistical correspondence.
Monitor registration activity and prepare registration, attendance, and demographic reports as requested.
Assist with government-sponsored traveler coordination, including collection of traveler information and supporting documentation.
Coordinate hotel rooming lists, transportation manifests, participant itineraries, and other logistical records.
Assist with venue research, vendor research, requests for quotes, and comparison of meeting-related services.
Coordinate shipment, inventory, assembly, and distribution of meeting materials, supplies, signage, badges, and equipment.
Support speaker and presenter coordination, including collecting biographies, presentations, release forms, and audiovisual requirements.
Assist with accessibility, security, and special accommodation tracking.
Prepare meeting materials, agendas, briefing books, name badges, tent cards, signage, and other event collateral.
Liaise with writer/editors, graphic designers, and speakers to track materials through production.
Participate in internal and client planning calls; prepare agendas, meeting notes, action items, and follow-up documentation.
Provide onsite support, including registration, attendee assistance, speaker support, room monitoring, materials management, and logistical troubleshooting.
Support virtual meetings by managing invitations, participant lists, technical checks, materials, and meeting-platform logistics.
Maintain complete and accurate electronic project files and documentation.
Assist with invoice tracking, expense documentation, meeting reconciliation, and post-event reporting.