We are looking for an Events Operation Coordinator to support the planning and execution of exhibitor-focused event operations in Irving, Texas. This is a Contract position with an initial 12-week term and the potential to convert to a permanent opportunity. The role centers on coordinating exhibitor deliverables, maintaining event data and reporting, and helping ensure all operational details come together efficiently for successful on-site execution.
Responsibilities:
- Serve as a primary point of contact for exhibitor operational questions, providing timely guidance on shipping details, branding asset collection, production requirements, and sponsored deliverables.
- Support updates to event floor plans by helping align booth placement, attendee flow, utility access, and venue safety standards.
- Coordinate service-related documentation and requests for event partners such as internet, power, audiovisual, venue support, office equipment, and sampling needs to help facilitate organized move-in and move-out activities.
- Partner with internal teams and external vendors to improve exhibitor and attendee communications across websites, email campaigns, and webinar channels.
- Oversee the preparation and tracking of event signage by gathering content, managing proof reviews, confirming approvals, and coordinating placement and removal on site.
- Assist in producing printed and digital event materials, while also contributing to post-event summaries, surveys, and operational reporting.
- Maintain accurate event databases and generate recurring reports, including ongoing data entry and preservation of historical conference information.
- Provide budget support by organizing cost estimates, reviewing invoices, tracking expenses, preparing payment documentation, and following approval processes for event-related expenditures.
- Travel to event locations as needed to help manage logistics, support exhibitors, and address on-site operational needs.
- 1-2 years of experience in event coordination, customer service, hospitality operations, venue support, facilities administration, or similar hands-on internship experience.
- Demonstrated ability to stay organized, manage multiple deadlines, and maintain strong attention to detail in a fast-paced environment.
- Strong communication and relationship-building skills with a focus on responsive customer support.
- Proficiency with Microsoft Office applications, particularly Excel, for reporting and tracking purposes.
- Ability to assist with financial and administrative tasks such as invoice review, billing support, account tracking, or reconciliation activities.
- Willingness and ability to travel up to 25% to support on-site event execution.
- Experience working with cross-functional teams and outside vendors to coordinate deliverables and resolve issues effectively.