Apply on Employer Site

Quilt Software · 3 weeks ago

Event Project Coordinator

Provo, Utah

Full-time

Hybrid

Entry, Mid Level

$55K/yr - $60K/yr

1+ years exp

Quilt Software is a company providing software solutions for local retailers and specialty merchants. They are seeking an Event Project Manager to coordinate over 20 annual events across multiple SaaS brands, ensuring smooth execution and collaboration among various teams.

FinanceInformation TechnologySoftware

No H1B

Responsibilities

Support the creation of project plans for all 20+ attended tradeshows

Maintain timelines, milestones, and task dependencies across multiple concurrent events

Update and organize Monday.com boards for each event

Monitor progress, flag risks early, and share regular updates with the events Coordinator

Ensure all teams are aligned on deliverables, deadlines, and ownership

Coordinate with the Creative team 2+ weeks in advance for all event-related design needs

Own creative briefs, ensuring all requests are properly scoped, approved, and scheduled before work begins

Act as the bridge between Events and Creative to prevent last-minute requests and workflow bottlenecks

Track creative deliverables and ensure timelines align with production, printing, and shipping needs

Serve as the connective tissue between Events, Creative, Sales, Customer Success, Marketing Ops, and Finance

Work with vertical leaders across 9 participating Quilt brands to gather event requirements and inputs

Coordinate with Sales teams and Operations on booth staffing, lead capture processes, and on-site workflows

Partner with Customer Marketing to support client meetings and relationship-building at events

Assist with post-event debriefs by capturing notes, summarizing outcomes, and organizing follow-up tasks

Assist with ordering print collateral, signage, brochures, and booth materials

Track booth assets and maintain accurate inventory records

Request and organize vendor quotes for booth shipping, printed materials, and event services

Coordinate logistics timelines with vendors and internal stakeholders

Support preparation of supplies, swag, and materials for upcoming events

Support event budget tracking by logging expenses and maintaining organized documentation

Assist with invoice processing, vendor payments, and reconciliation tasks

Prepare budget summaries and spend reports for internal review

Support operational planning beyond logistics, including hurdle documentation and coordination with Finance

Identify and recommend cost-saving opportunities and process efficiencies

Document, maintain, and improve SOPs for repeatable event workflows

Build templates and checklists for different event types (tradeshows, conferences, regional events)

Identify opportunities to improve event planning processes and cross-team handoffs as programs scale

Qualification

Event CoordinationTimeline ManagementProject ManagementVendor ManagementBudget TrackingCommunication SkillsSaaS ExperienceCreative WorkflowsAttention to Detail