The University of Georgia · 17 hours ago
Event Coordinator
Athens, GA
Full-time
Onsite
New Grad, Entry Level
$42K/yr - $50K/yrThe University of Georgia is the flagship university of the state, known for its commitment to higher education. The Event Coordinator is responsible for managing events from planning through execution, ensuring seamless coordination and exceptional service for clients.
Artificial Intelligence (AI)Information TechnologyRoboticsSoftware
Responsibilities
This position independently manages a portfolio of 10–15 events per month, including multi-day programs of up to 100 participants and single-day events with attendance up to 400
Core responsibilities include client consultation, event detailing, coordination of space and services, development of timelines, collaboration with internal stakeholders, and on-site execution
Receive events through formal sales turnover and assume ownership of all event logistics
Serve as the primary point of contact for clients for all event planning and coordination needs
Coordinate hotel room blocks, meeting room assignments, room setups, A/V needs, catering details, registration logistics, and vendor requirements
Create detailed client event diagrams and floor plans to reflect room layouts, staging, seating, and traffic flow
Lead pre-event planning meetings and communicate all event details to internal departments
Prepare, distribute, and update Banquet Event Orders (BEOs) and event documentation
Provide onsite event support, including client check-ins, room inspections, troubleshooting, and coordination with operational teams
Ensure all event components are executed according to client expectations and Georgia Center standards
Maintain accurate client and event records in the Event Management Software and Facilities Management System
Review all event charges for accuracy prior to billing
Work directly with Business & Finance to ensure timely and accurate client invoicing
Resolve billing discrepancies and follow through on post-event financial adjustments
Generate reports and maintain documentation related to assigned events
Partner closely with Event Services, Food & Beverage, Hotel, and A/V teams to ensure operational alignment
Provide coverage and assistance for team members’ events as needed
Communicate changes clearly and promptly to all stakeholders
Provide on-site event support which may include work outside of the Monday-Friday, 8-5 norm. This includes meeting with the client, checking room sets, A/V, and banquet orders, ensuring the client is aware of locations of different activities and providing the onsite contact information for additional support needed during their event. Event Support may include work on team member’s events and may be outside of the Monday-Friday, 8-5 norm
Educate and introduce clients to other applicable and available GC services (Registration, Graphic Design, Exhibit Services)
Support departmental projects and operational initiatives as assigned
Contribute to continuous improvement of event coordination processes
Attend meetings & trainings as assigned
Qualification
Required
Bachelor's degree in a related field or equivalent
Experience in hospitality or event coordination, conference services, or related business-to-business service industries
Strong understanding of event planning processes from pre-event detailing through post-event billing
Excellent verbal and written communication skills
Strong organizational and time-management skills with the ability to manage multiple events simultaneously
High attention to detail and ability to consistently document client communications and event changes
Exceptional customer service and problem-solving skills
Ability to work independently while following departmental procedures and standards
Demonstrated professionalism, reliability, and positive team attitude
Proficiency in Microsoft Office and Event Management Software
Ability to review and understand financial documents including BEOs, invoices, and billing statements
Experience with PMS and Event/Facility Management systems
Lift items up to 30 pounds (i.e. boxes/exhibit displays, etc.), sit at a computer, walk, climb stairs, and drive as needed
Benefits
Benefits Eligible
Company
The University of Georgia
The University of Georgia, a land-grant and sea-grant university with state-wide commitments and responsibilities, is the state's flagship institution of higher education.
Founded in 1785
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Mark Johnson
Chief Technology Officer, Grady College of Journalism and Mass Communication
Alan Dorsey
Professor of Physics and Associate Chief Information Officer for Research
Recent News
Alfred P. Sloan Foundation
2023-10-27
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