Event Coordinator Job Description: Top Duties and Qualifications

An Event Coordinator, or Event Specialist, is responsible for overseeing particular tasks throughout the event planning process. Their duties include meeting with vendors at the venue location to help with set-up, running errands for supplies and decorations and working with staff to ensure the completion of a successful event.

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Event Coordinator Duties and Responsibilities

The duties and responsibilities of an Event Coordinator center on planning and managing events of varying sizes and purposes. Coordinators have to understand what it takes to make sure the logistics work out, keep everything within the allocated budget and ensure that the event itself is carried out smoothly. Here are the most essential duties and responsibilities:

  • Establishing and maintaining relationships with vendors and venues
  • Planning event details and aspects, including seating, dining and guests
  • Creating reliable financial reports and collecting payments on time
  • Remaining under budget with all costs
  • Managing events and addressing potential problems that may arise
  • Planning for potential scenarios that could impact the integrity of the event
  • Maintaining a working knowledge of the complex needs of a wide variety of events

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What Does an Event Coordinator Do?

Event Coordinators typically work for event planning companies, venues, hotels and resorts or corporations. They use their problem-solving skills and determination to overcome challenges and ensure that events meet a client’s expectations. Their job is to provide a supportive role to the event planning team by contacting vendors, touring potential venue locations and helping with the set-up, execution and cleanup of an event. They may also create promotional videos and advertisements to spread awareness about commercial events to the public.

Event Coordinator Skills and Qualifications

In order to fulfill the aforementioned duties and responsibilities, an Event Coordinator must possess an extensive skill set and qualifications that work together to manage events efficiently. The following are the specific skills and qualifications required for any Event Coordinator to be successful.

  • Communication and Interpersonal Skills: Event Coordinators are required to network with a wide variety of entities in the course of their job. Vendors and venues must be established, and an entire staff must be managed in order for an event to function properly. An Event Coordinator will need to have a general knowledge of what guests expect.
  • Team Management: Event Coordinators carry out many tasks on their own, but a major aspect of the job is working with a team. Delegating to a team properly and making sure everyone has what they need to do their job requires team management and leadership skills.
  • Budgeting: Every event comes with a cost, and it’s the Event Coordinator’s job to keep those costs within the allocated budget. This will require a degree of financial skill as well as the ability to create accurate reports.
  • Logistics: Everything in an event, from the seating to the entertainment, must be set up in a practical and useful manner for the guests. To accomplish this, the Event Coordinator must possess a degree of skill in logistics to properly plan the details and anticipate potential problems that may arise.

Event Coordinator Salary Expectations

The average salary for an Event Coordinator is $15.75 per hour. However, salary can vary widely depending on the Event Coordinator’s experience level.

Event Coordinator Education and Training Requirements

Event Coordinator positions don’t necessarily require any education beyond a high school diploma provided one has relevant experience in a similar field or direct experience as an Event Coordinator. Even so, a bachelor’s degree in event planning or marketing is preferred, as this education can provide helpful, applicable knowledge in managing the costs and logistics of an event.

Event Coordinator Experience Requirements

Getting started as an Event Coordinator requires little experience outside of team management, but the more experience one has, the higher the salary they’re likely to get from the job. Basic experience with communicating and working as part of a team are also necessary since that’s the foundation for virtually all of an Event Coordinator’s responsibilities.

Job Description Samples for Similar Positions

With this job description in mind, you’ll be in a better position to craft one of your own for the position you’re hiring for. If your position leans a bit more in a different direction, however, these related job description samples may serve you better.

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Frequently asked questions about Event Coordinators

 

What is the difference between an Event Coordinator and an Event Planner?

Although the event planning industry sometimes uses the titles Event Coordinator and Event Planner interchangeably, there are differences between the two and how they contribute to the event planning process. The main difference is that Event Planners hold a more senior position, while Event Coordinators typically provide a supportive role as they oversee more specific tasks. 

An example of this would be an Event Coordinator creating place cards for guests and arranging them in the correct order on the reception tables. Meanwhile, the Event Planner oversees the entire set-up process to ensure the correctness of lighting, decorations and seating placements.

 

What makes a good Event Coordinator?

A good Event Coordinator is someone who uses their attention to detail and their organization tactics to ensure that an event meets and exceeds a client’s expectations. They also can find quality vendors and venue locations while staying within a client’s desired budget. They do this by negotiating price points and working with clients to find compromises that add value to their event. A good Event Coordinator should also have a range of skills that enable them to complete tasks that would cost more money to hire out like hanging light fixtures and creating event posters.

 

What are the daily duties of an Event Coordinator?

On a typical day, an Event Coordinator participates in staff meetings with Event Planners and other roles. They receive a set of tasks to complete for one or more clients and have the opportunity to ask questions or address potential event conflicts. Throughout the day, they run errands to pick up event supplies like table cloths, party favors and other items to store at the office up until the day of the event. 

They also go to venue locations to meet with venue staff and discuss event packages, fees and limitations to the layout of the event space. Back at the office, they take phone calls from clients and participate in in-person meetings with clients and Event Planners.

 

What should you look for in an Event Coordinator resume?

An Event Coordinator resume should highlight an individual’s work experience and the qualifications that make them a perfect candidate for the job. It would help if you looked for any relevant job positions as an Event Coordinator, Event Specialist or Event Planning Assistant. Depending on your requirements for the role, an internship working with an event planning company and a relative degree in either marketing, event planning or communications may also demonstrate their capabilities.

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