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The Event Coordinator provides hands-on support in coordinating and executing events across the Aspiria campus. Reporting directly to the Event Director, this role focuses on day-to-day logistics such as scheduling event spaces, arranging vendors, and assisting with guest services. The position is highly service-oriented, requiring attention to detail, strong organizational skills, and the ability to anticipate and address small problems before they escalate.

This is an entry-level opportunity well-suited for someone with transferable skills in administration, hospitality, or customer service who is eager to build experience in event coordination while working under the guidance of an experienced director.

Purpose
The Event Coordinator ensures that every meeting, gathering, or campus event runs smoothly by managing details and providing reliable support to the Event Director and campus teams. By supporting successful events, this role contributes to the overall tenant experience and the financial growth needed to enhance meeting and event spaces.

Job Duties

Coordinate event logistics, including room setups, audio-visual requirements, vendor arrangements, and guest services, ensuring timely and accurate execution in alignment with event plans.
Manage the campus scheduling system to handle room reservations with precision, ensuring error-free bookings and prompt client communication.
Liaise with vendors to confirm deliveries, process invoices, and verify equipment functionality, ensuring all logistical needs are met.
Assist in preparing promotional materials (e.g., flyers, social media posts, newsletters) and track event attendance and feedback to support event evaluations.
Proactively identify and escalate event-day challenges, such as equipment malfunctions or vendor delays, to the Event Director to minimize disruptions.
Collaborate with departments such as maintenance, fitness center, and catering to ensure resources are prepared and issues are resolved prior to events.
Stay informed about emerging tools for scheduling, promotions, and guest services, providing observations to the Event Director to enhance operational efficiency.

Examples of job responsibilities are not intended to be all inclusive. Occidental Management, Inc. reserves the right to assign additional responsibilities as needed.

Knowledge, Skills, and Abilities

Basic understanding of event planning and logistics, including room scheduling, vendor coordination, and guest services.
Familiarity with office software (e.g., Microsoft Office Suite, Google Workspace) and scheduling systems.
Awareness of customer service principles and practices, preferably in a hospitality or event-related context.
Strong organizational and time-management skills to handle multiple tasks and deadlines in a fast-paced environment.
Effective verbal and written communication skills for interacting with clients, vendors, and internal teams.
Proficiency in problem-solving to address logistical challenges quickly and efficiently.
Ability to anticipate potential issues and take proactive measures to prevent escalation.
Capacity to work collaboratively within a team while respecting the Event Director’s authority on strategic decisions.
Adaptability to manage varying event demands and occasional evening or weekend schedules.

Physical Requirements

Ability to stand, walk, and move around the campus for extended periods during event setup, execution, and tear-down.
Capacity to lift and carry items weighing up to 25 pounds, such as event materials, signage, or equipment.
Manual dexterity to set up audio-visual equipment, arrange furniture, and handle promotional materials.
Ability to navigate stairs and uneven surfaces on the campus during event coordination.
Visual and auditory acuity to monitor event setups, interact with guests, and respond to equipment issues.

Individual accommodation should not pose a direct threat to the health and safety of others in the workplace or impose undue hardships on the company.

Work Environment
The Aspiria campus is a dynamic, fast-paced setting with frequent concurrent events and a strong emphasis on service excellence. The Event Specialist operates in a professional, collaborative environment that requires flexibility, a positive attitude, and clear communication under pressure. The role involves occasional evening or weekend work to accommodate event schedules. The Event Specialist works primarily indoors in event spaces, offices, and meeting rooms but may occasionally work outdoors for campus events, requiring adaptability to varying weather conditions. The position involves regular interaction with tenants, vendors, and internal teams, with the Event Director providing strategic oversight and final decision-making authority.

Qualifications

Education: No specific educational background required, though formal education in hospitality, marketing, or a related field is preferred.
Experience: Entry-level position; some prior experience in administration, hospitality, marketing, or customer service is required.
Certifications: None required; training in event management or customer service is an asset.
Availability: Flexibility to work occasional evenings or weekends as dictated by event schedules.

Equivalent combinations of education and experience will be considered.

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Event Coordinator at Occidental Management, Inc. – Overland Park, Kansas

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