Project Coordinator - Events & Administration

Project Coordinator - Events & Administration

Location: Kansas City, MO

Onsite Flexibility: Onsite

Contract Details

• Position Type: Contract (Contract to Hire)
• Contract Duration: 12 months
• Pay Rate: $30.00 $32.00 / Hour (USD)
• Travel Requirements: Ability to travel occasionally for conferences, symposiums, client programs, or Global Practice events, as business needs require.
• Work Authorization: Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Job Summary

The Event & Project Coordinator provides administrative and logistical support for internal conferences, symposiums, external client events, and Global Practice events. This position assists with the planning, coordination, execution, and follow-up of events while supporting related projects, communications, documentation, and day-to-day administrative needs. The ideal candidate is highly organized, detail-oriented, service-focused, and comfortable managing multiple assignments and deadlines. This role works closely with internal teams, event leads, vendors, clients, and other partners to help ensure events and projects are completed accurately, professionally, and on schedule.

Key Responsibilities

Event Coordination

• Assist with planning and coordinating internal conferences, symposiums, external client events, Global Practice events, meetings, and other programs.
• Maintain event timelines, planning checklists, calendars, contact lists, attendee lists, and other event documentation.
• Coordinate event logistics, including:

- Meeting and event space - Room setup and seating arrangements - Food and beverage - Audiovisual and technology needs - Transportation - Hotel accommodations - Signage and d cor - Event supplies and materials

• Coordinate registrations, invitations, RSVPs, attendee communications, name badges, and event correspondence.
• Assist with agendas, speaker information, presentation materials, handouts, and other conference or symposium materials.
• Communicate event details, deadlines, and updates to internal teams, attendees, speakers, vendors, and other partners.
• Request information, pricing, and availability from venues, caterers, hotels, transportation providers, and other vendors.
• Track vendor information, orders, delivery dates, invoices, and outstanding action items.
• Assist with event budgets by tracking estimated and actual expenses, invoices, payments, and related documentation.
• Coordinate event supplies, branded merchandise, giveaways, attendee gifts, and printed materials.
• Work with internal creative and communications teams to coordinate invitations, signage, presentations, agendas, and event collateral.
• Prepare event materials and organize items for shipment, delivery, or on-site use.
• Provide on-site event support, including registration, room setup, vendor coordination, material distribution, attendee assistance, and cleanup.
• Monitor event activities and communicate questions or issues to the appropriate event lead.
• Assist with post-event follow-up, including invoices, attendee feedback, final documentation, supply reconciliation, and lessons learned.
• Maintain organized event files, templates, vendor information, and historical records for future reference.
• Help identify opportunities to improve event processes, attendee communications, and the overall event experience.
• Coordinate conference rooms, presentations, interviews, and meetings, including setup and cleanup.
• Support both on-site and off-site meetings and programs.

Administrative Support

• Provide administrative and coordination support to event leads, project managers, and team members.
• Maintain project schedules, calendars, deadlines, action-item lists, and status trackers.
• Organize and maintain electronic files, records, event documentation, and shared resources.
• Schedule meetings and prepare meeting invitations, agendas, notes, presentations, and supporting materials.
• Record meeting notes and distribute action items and follow-up information.
• Follow up with team members regarding deadlines, requested information, and outstanding deliverables.
• Prepare routine correspondence, reports, spreadsheets, presentations, and other documents.
• Enter and maintain accurate information in databases, spreadsheets, contact lists, and tracking systems.
• Assist with travel arrangements for speakers, attendees, team members, and other participants as needed.
• Review invoices, expense documentation, and event-related charges for completeness before submitting them for processing.
• Coordinate internal service requests involving meeting space, technology, facilities, catering, shipping, and other event or project needs.
• Assist with client and attendee lists, mailing lists, invitations, labels, and other recurring communications.
• Support Global Practice teams with presentations, brochures, event materials, and other basic marketing collateral.
• Assist with updating PowerPoint presentations and other event-related documents using approved templates.
• Maintain confidentiality and communicate professionally with executives, clients, colleagues, vendors, and guests.
• Perform other duties as assigned and comply with company policies and standards.

Required Skills

• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Strong organizational and time-management skills.
• Excellent attention to detail and commitment to accuracy.
• Strong written and verbal communication skills.
• Ability to provide professional, responsive service to internal and external stakeholders.
• Ability to manage multiple assignments, shifting priorities, and competing deadlines.
• Ability to follow established processes while using sound judgment to resolve routine issues.
• Ability to work independently on assigned tasks and collaborate effectively with a team.
• Ability to maintain organized records, track details, and follow through on commitments.
• Comfortable communicating with employees at all levels of the organization, as well as clients, vendors, speakers, and event attendees.
• Willingness to provide occasional early morning, evening, or on-site support based on event schedules.

Preferred Skills

• Experience with event registration, attendee management, survey, or project-tracking tools.
• Experience coordinating food and beverage, hotel accommodations, audiovisual services, transportation, or venue logistics.
• Basic experience with Adobe Acrobat, InDesign, or other marketing and design software.
• Experience tracking invoices, expenses, or event budgets.
• Experience supporting executives, clients, speakers, or large employee groups.
• Strong customer-service and problem-solving skills.

Education Requirements

• High school diploma or GED required.
• Previous administrative, event support, hospitality, project support, or related experience preferred.
• Experience assisting with meetings, conferences, events, or group programs preferred.

Required Experience

• Previous administrative, event support, hospitality, project support, or related experience preferred.
• Experience assisting with meetings, conferences, events, or group programs preferred.

Benefits

• Medical, Vision, and Dental Insurance Plans
• 401k Retirement Fund

About the Client

This client is a 100% employee-owned firm operating in the infrastructure engineering, architecture, and construction sector, with more than 125 years of history building critical infrastructure across energy, aviation, water, telecommunications, transportation, and healthcare. Headquartered in Kansas City, Missouri, and operating from 75 offices across the country and internationally, the organization employs more than 14,500 employee-owners generating over $7.4 billion in annual revenue. Every full-time employee is an owner through an Employee Stock Ownership Plan (ESOP), a structure that aligns professional incentives with company performance and drives a culture of accountability and collaboration recognized by a 4.2-star Glassdoor rating across more than 1,800 reviews. Teams span civil and structural engineers, architects, environmental scientists, construction managers, program management professionals, and project coordinators who engage with complex, consequential projects ranging from major airport expansions to large-scale energy infrastructure.

About GTT

GTT is a minority-owned staffing firm and a subsidiary of Chenega Corporation, a Native American-owned company in Alaska. We highly value diverse and inclusive workplaces and support Fortune 500 organizations across banking, financial services, technology, life sciences, biotech, utilities, and retail sectors throughout the U.S. and Canada.

Job Number: 26-15493

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