Vendor Event Coordinator

Winsupply • Moraine, OH

4d • Hybrid

About The Position

The Vendor Event Coordinator provides essential operational, administrative, and logistical support to ensure the seamless implementation of events with trusted vendors. This role focuses heavily on maintaining vendor relationships, tracking fulfillment deadlines, and executing designated event segments under structured operational guidelines. This role requires a proactive individual who can work independently and as part of a team to ensure that all events are executed seamlessly and meet our organization’s objectives.

Requirements

• Associates degree in Event Management, Hospitality, Communications, or a related field. Relevant experience considered in lieu of a degree.
• 3-5 years of experience as an Events Coordinator or similar role.
• Proficient in Microsoft Office Suite, Google Suite, and event management software.
• Ability to work flexible hours, including evenings and weekends, as needed.
• Ability to resolve unexpected day-of operational issues and vendor emergencies independently and with composure.
• Ability to maintain a high attention to detail in structured workflows, data integrity, and budget reconciliation.
• Ability to nurture strong, collaborative partnerships with trusted vendors and internal stakeholders.
• Ability to convey operational guidelines, compliance requirements, and deadline expectations professionally and clearly.
• Ability to maintain consistent, proactive, and clear touchpoints with all event stakeholders.
• Ability to manage multiple events simultaneously.

Nice To Haves

• Bachelors Degree in Event Management, Hospitality, Communications, or a related field.

Responsibilities

• Act as the primary point of contact for external vendors.
• Collect, Organize, and track vendor contracts, certificates of insurance (COI’s), layouts, and delivery schedules as needed.
• Maintain relationships with existing vendors and establish new partnerships as needed.
• Execute assigned setup and teardown workflows to ensure everything runs smoothly.
• Coordinate day of registration, asset distribution, signage placement, and catering logistics for each event.
• Serve as an on-site point of contact to address any issues or emergencies that arise during the event in a timely and efficient manner.
• Keep internal systems and event processes updated with accurate attendance lists, vendor logs, and post-event metrics to support comprehensive data quality.
• Gather feedback from attendees and team members to assist with post-event evaluations.
• Assist in organizing invoices, tracking purchase orders, and gathering financial data to help with post-event budget reconciliation.
• Ensure all training materials housed in WinUniversity are updated and meet our general standard of content.
• Keep open communication with vendor contracts to ensure Local Companies receive state of the art training whenever possible.
• Other Duties as Assigned

Benefits

• We are committed to inclusion, diversity, and equal employment opportunity, regardless of race, color, ancestry, religion, sex, gender, national origin, sexual orientation, age, citizenship, marital status, disability, veteran status, or any other factor protected by applicable federal, state, or local laws.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree