Event Coordinator (Hybrid - Fort Wayne, IN)

Essential Functions and Responsibilities

The Event Coordinator supports the planning and execution of Sirva’s corporate events, tradeshows, conferences and other marketing experiences. Based in our Fort Wayne office, this role will have primary responsibility for coordinating local and regional tradeshows while providing logistical and administrative support for larger national events and conferences.

% of time

30%

Event & Tradeshow Coordination

• Coordinate planning and execution for local and regional tradeshows and conferences
• Manage event timelines, checklists, deadlines and logistical requirements
• Coordinate booth requirements, signage, collateral, promotional items and materials
• Support larger conferences, events, meetings and strategic events as needed
• Communicate with event organizers and internal stakeholders to confirm requirements and ensure deadlines are met
• Provide onsite as required, including setup, registration, booth support and teardown

20%

Registration & Attendee Management

• Build, update and manage event registration sites and attendee communications
• Monitor registration activity and provide regular attendance updates.
• Coordinate name badges, attendee lists, signage, table tents and other event materials
• Support hotel room blocks and attendee logistics

15%

Shipping & Event Logistics

• Coordinate outbound and return shipping of event materials
• Prepare shipping documentation and monitor shipments to ensure timely delivery

15%

Inventory Management

• Maintain inventory of tradeshow displays, signage, promotional items, collateral and other event materials
• Track inventory levels and coordinate replenishment or replacement of materials
• Ensure returned event materials are properly accounted for, organized and stored
• Conduct periodic inventory reviews and maintain accurate inventory records

10%

General Event & Partnership Support

• Maintain event calendars, planning documents, vendor information and other event records
• Assist with sourcing venues, vendors, promotional items and event services
• Support sponsorship and partnership deliverables, including tracking deadlines, benefits and required materials
• Participate in post-event reviews and help document results, learnings and recommendations
• Identify opportunities to improve event processes, organization and efficiency

10%

Event Administration

• Collect, track and process departmental invoices and purchase documentation
• Coordinate with vendors and internal Finance teams to resolve invoice or payment questions
• Assist with purchase orders, deposits, contracts and other documentation as needed
• Help maintain accurate budget trackers and identify discrepancies

Qualifications and preferred skills (Qualifications, Skills, Education or Certification Requirements, etc.)

• Associates or Bachelor’s degree in marketing, communications, hospitality, event management, business or a related field preferred

• Experience in event coordination, marketing, hospitality, project coordination or a related area preferred; relevant internship experience will be considered
• Proficiency with Microsoft Office, including Outlook, Excel, PowerPoint and Teams.
• Experience with event registration platforms such as Cvent is a plus
• Willingness to travel periodically to support events
• Strong organizational skills and exceptional attention to detail
• Ability to manage multiple projects, deadlines and priorities simultaneously
• Strong written and verbal communication skills
• Comfortable working independently while collaborating with multiple teams and stakeholders
• Ability to assist with event setup and movement of event materials as required