Specialist, Event Coordinator

QXO•Coppell, TX

About The Position

The Specialist, Event Coordinator supports our enterprise Learning & Talent Development team by orchestrating end-to-end logistics for instructor-led, virtual, and hybrid programs; handling day-to-day Learning Management System (LMS) tasks (enrollments, rosters, basic reporting, user support); producing virtual classes so facilitators can focus on content and learners; and ensuring accurate registration, attendance, and completion records across the company. In virtual sessions, the role acts as “producer” (launching polls, managing breakouts/chat, and resolving participant tech issues) to keep sessions smooth and engaging.

Requirements

Bachelor’s degree or higher.
2–4 years in corporate L&D, training/events coordination, program coordination, or related field.
Hands-on experience supporting virtual training (Zoom, MS Teams, Webex or similar) and producing interactive sessions (polls, breakouts, chat moderation).
Working knowledge of an enterprise LMS (e.g., Cornerstone, Oracle, SAP SuccessFactors): enrolling learners, running basic reports, issuing completions.
Strong organization and multitasking skills; comfort with calendars, spreadsheets, and templates; clear written and verbal communication with all levels.

Nice To Haves

Bachelor’s degree in HR, Education, Communications, event planning or management, hospitality, or related field.
ATD APTD/CPTD or comparable credential.
Successful completion of VILT producer training.
Familiarity with SCORM/xAPI terms, evaluation basics (Kirkpatrick Levels 1–2), and entry-level data/reporting for L&D.
Experience coordinating external vendors (SOWs, schedules, deliverables) and supporting RFP steps with Procurement.
Awareness of accessibility and data-privacy expectations for learning (e.g., ADA/Section 508; GDPR when applicable).

Responsibilities

Coordinate learning events (in‑person, virtual, hybrid): schedule dates/rooms/platforms, prep materials, handle AV/catering, and provide on‑site support.
Produce virtual courses: open sessions, manage lobbies/polls/breakouts/chat, troubleshoot participant tech, and keep sessions on time.
Build events and sessions in LMS: Configure event sessions, set enrollment criteria, and handle deployment of event / session when ready for go-live.
Manage registrations: handle enrollments/waitlists/cancellations/substitutions, send confirmations and reminders.
Track attendance & completions: reconcile rosters with sign‑ins/platform logs, issue certificates, and update records promptly.
Perform basic LMS administration: load new online courses and set metadata, enroll learners, maintain rosters, design and run custom reports, run standard reports, mark users complete for online trainings, and provide basic user support.
Manage learning program budgets: track event expenses, monitor allocations, process invoices, and ensure adherence to financial guidelines.
Report on program health: provide no‑show updates and monthly completion/evaluation summaries; budget tracking; maintain compliance dashboards.
Coordinate vendors: schedule instructors, confirm rosters/materials, monitor delivery quality, and support statement of work/invoicing.
Communications: draft and share communications - schedules, pre‑work, joining instructions, and post‑class surveys with learners, facilitators, HRBPs, and managers.
Promote upcoming trainings: develop and distribute marketing communications (internal postings, emails, promotional messages) to drive awareness and enrollment.
Ensure standards & compliance: support accessibility (captions/accommodations), follow branding/templates, and handle learner data per privacy policies.
Continuously improve: capture feedback, suggest schedule/capacity tweaks, maintain checklists, and update playbooks/templates.
Demonstrate initiative: identify gaps and areas to standardize, take ownership of pending tasks, and proactively seek new assignments or process improvements.
Accessibility & privacy: Coordinate accommodations (e.g., captioning, interpreters, accessible materials) and handle learner data consistent with ADA/Section 508 guidance and company privacy policies (and GDPR where relevant).