The Event and Travel Coordinator supports the planning, coordination, and execution of corporate meetings, events, and business travel. This position manages meeting logistics, attendee and exhibitor coordination, registration, hotel accommodations, air and ground transportation, and related administrative activities. The Coordinator works closely with internal departments, dealers, exhibitors, vendors, hotels, travel partners, and other external contacts to deliver well-organized events and efficient, cost-effective travel arrangements.
Primary Duties and Responsibilities:Event and Meeting Coordination:- Assist with the planning and execution of corporate meetings and events, including the Annual Meeting, Forest Products & Building Materials Expo, Regional Meetings, Hardware Express, Board of Directors Meetings, employee meetings, and other corporate events.
- Independently coordinate logistics for smaller meetings and events, including hotel accommodations, meeting space, catering, audio-visual requirements, room setup, and other event needs.
- Prepare and maintain meeting agendas and event specifications, including meeting room sets, banquet event orders, catering arrangements, and audio-visual requirements.
- Coordinate attendee room blocks and monitor hotel pickup and housing reports.
- Support event registration activities, including attendee registration, meeting confirmations, exhibitor and booth contract processing, and preparation of attendee and staff registration materials.
- Coordinate the exhibitor contract process, including supplier invitations, tracking committed and non-committed exhibitors, and preparing reports for internal departments.
- Monitor event-related revenue, expenses, and budgets as assigned.
- Prepare name badges, tent cards, registration packets, signage, and other meeting materials.
- Coordinate the preparation and shipment of on-site registration equipment and materials, including laptops, badge printers, badge stock, holders, lanyards, handouts, and supplies.
- Maintain inventory and order supplies and materials for internal and external meetings.
- Monitor conference room schedules and prepare daily room signage as needed.
- Provide on-site support for corporate meetings and events, including registration, vendor coordination, attendee assistance, and troubleshooting.
Travel:- Arrange air travel for employees attending corporate meetings and for other business travel in accordance with the Corporate Travel Policy.
- Coordinate travel arrangements for Board of Directors and Committee Members, including air reservations, hotel accommodations, ground transportation, and travel manifests.
- Maintain and update individual traveler profiles and ensure reservations and ticketing information are accurate.
- Review travel itineraries and airline ticketing for accuracy, appropriate routing, and cost effectiveness.
- Manage airline ticket refunds, voids, exchanges, and unused ticket credits to ensure available funds are appropriately recovered and utilized.
- Coordinate the use of complimentary airline certificates, credits, and other travel benefits to help reduce corporate travel expenses.
- Work with airline and travel partners to identify and negotiate meeting-related discounts and ensure appropriate discount codes and programs are available to travelers.
- Negotiate and maintain corporate car rental agreements and coordinate other ground transportation arrangements.
- Maintain working knowledge of airline rules, ticketing requirements, fares, and other travel industry practices affecting corporate travel.
- Prepare airfare and travel cost analyses for prospective meeting locations and assist with periodic and year-end travel expense reporting.
- Review and prepare corporate travel account statements for payment and appropriately allocate charges to departments.
- Ensure travel arrangements comply with corporate travel policies, authorization requirements, and established procedures.
- All other duties as required.
Qualifications:- 1–3 years of experience in event planning, corporate travel, hospitality, or a related field preferred.
- Bachelor’s degree in Business Administration, Marketing, Communications, Hospitality, or a related field preferred; equivalent experience considered.
- Event registration or meeting management system experience preferred; Cvent experience a plus.
- Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
- Excellent customer service, communication, and relationship-building skills.
- Proficiency in Microsoft Outlook, Word, and Excel.
- Ability to travel approximately 10% annually.