Event Coordinator, Austin

Title: Event Coordinator

Direct Report: VP of Operations & Training

Report to Overall: SVP Leadership team, & President

Location: Austin, Texas

Salary Range: $44,000.00-$52,000.00 dependent on experience and qualifications

  

Company Description:

CSI-DMC has been a leading destination management company located throughout the United States with global reach for over 35 years. We are at the forefront of the hospitality industry planning high touch events for major corporations and third-party travel companies. We provide the highest level of client service, industry knowledge, logistical expertise, and creative input to drive great experiences, large and small, that are memorable and well planned.

Position Description

The Event Coordinator is a highly-motivated college graduate who has exceptional organization skills and who thrives working as part of an Event Management team. The Event Coordinator will assist Event Managers with operations and staffing for events, in addition to fulfilling ad-hoc tasks where necessary. As a CSI employee and team member, it is required to understand the company vision, values and culture, to appreciate supervisors’ and senior managers’ guidance, and to respect and support colleagues.

Core Responsibilities:

Team

• Be an Event Management team member to create exceptional events.

• Understand event cycles and management functions, including; venue management, production coordination, hotel room blocks, vendor management, site inspections, and creative design and implementation.

• Support Event Management team across Texas to ensure excellence of assigned programs and tasks.

• Develop and maintain communications in a cooperative and professional manner with all levels of staff, vendors, industry partners and clients.

• Work weekends and evenings as needed.

Staffing

• Coordinate program staffing with program Event Managers
• Review IC resumes, interview them, check references, and hire new IC staff for internal and external programs.
• Record and communicate any feedback on hired IC staff by Event Managers
• Educate and training newly hire IC on the policies and procedures of CSI
• Assign work duties to qualified ICs to ensure adequate coverage of all shifts.

Program Operations

• Operate internal programs as assigned.

• Be available as 24/7 contact for clients during programs.

• Attend or help coordinate site visits, walkthroughs, and other relevant activities for programs.

• Assist with transportation operations and manifests.

Vendor Management

• Participate in the discovery of new vendors.

• Take active participation in site visits with Sales team and clients where applicable.

Internal

• Self-educate or partake in CSI training opportunities.

• Adhere to all financial deadlines.

• Maintain staffing files in an organized and up-to-date manner using Salesforce or any other software introduced.

• Ensure timely billing and accuracy of profit and loss statements for assigned programs.

• Attend all scheduled Operations Meetings and company meetings.

• Operate remotely from home when not onsite or traveling.

• Be prepared to travel within Texas to operate programs as required (less than 30%)

• Be prepared to travel across the U.S. to operate programs as required (less than 10%).

• Be aware of and abide by company policies

 Requirements:

• A bachelor's degree from an accredited college or university is required but may be substituted with equivalent work experience.
• 3+ years of experience in the event industry.
• 1+ year of coordination experience or experience working with DMCs is preferred.
• Well-developed written and verbal communication skills.
• Ability to compose professional and grammatically accurate emails to clients and vendors.
• The ability to listen closely and articulate confidently in meetings where client decision makers and their teams may be present.
• Strong organizational and time management skills.
• Ability to manage multiple clients and multiple programs at any one time.
• Outstanding customer service skills, particularly conflict resolution and being solutions oriented.
• Excellent work ethic.
• Proactive approach to completing tasks.
• The demonstrated ability to multi-task and prioritize competing work needs.
• Able to work autonomously yet collaborate as part of a team on workflows.
• Proficiency in Microsoft office products, especially Excel, to maintain program financial data.
• Ability to learn new software introduced at CSI (knowledge of Salesforce a plus).
• Must be able to lift and carry approximately 50 lbs.
• Must be able to drive to work and to event venues.
• Must be able to work on feet 12-14 hours a day on-site as needed.
• Must be eligible to work in the U.S.
• Must be eligible to travel domestically and internationally

Benefits Include:

• Base salary compensation
• Bonus/Incentive based on performance
• Company provided Computer and Cell Phone
• Health, Dental and Vision Plan paid by employee with a contribution from Employer
• Employer paid Life Insurance, AD&D, STI and LTI
• Paid Holidays
• Paid Personal Days
• Paid Volunteer time

Work Authorization:

Must be authorized to work in the United States without Visa support

Please Note: This job description is intended as a general summary of the position; however, the individual will be expected to perform any functions or responsibilities that may be assigned from time to time. The functions and responsibilities of the position may change over time, in special circumstances, or on an individual basis. This job description is not intended to limit or otherwise affect the work to be performed or assigned.

CSI DMC is an equal opportunity employer and does not discriminate based on race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. We are committed to building a diverse and inclusive workplace where all employees feel valued, respected, and supported. We believe that diversity in perspectives, backgrounds, and experiences enriches our organization and drives innovation. We are committed to equity and fairness in hiring, promotion, and professional development opportunities.