Events Operation Coordinator

We are looking for an Events Operation Coordinator to support the planning and delivery of live events in Irving, TX. This is a Contract position designed for a 12-week engagement with the potential to become permanent, ideal for someone who thrives in a fast-moving environment and enjoys coordinating details across exhibitors, vendors, and internal teams. The person in this role will help keep event operations organized, ensure exhibitor needs are handled professionally, and contribute to a smooth onsite experience from preparation through post-event follow-up.

Responsibilities:

• Serve as a primary point of contact for exhibitors by answering operational questions, coordinating fulfillment needs, and ensuring required materials such as logos, specifications, and shipping details are collected on time.
• Support exhibit hall planning by updating floor layouts, helping optimize booth placement and attendee flow, and confirming alignment with venue and safety guidelines.
• Coordinate service requests with event partners and vendors, including utilities, connectivity, audiovisual support, equipment, and venue-related needs to keep event setup and breakdown running efficiently.
• Work with internal leaders on special initiatives such as supplier recognition programs, meeting space arrangements, and external event activities tied to the overall conference experience.
• Partner with marketing, client-facing teams, and outside vendors to improve event communications across digital channels such as websites, email campaigns, and webinar platforms.
• Oversee signage coordination by gathering content, managing proofing and approvals, and helping organize installation and removal onsite.
• Assist in producing event materials and support post-event activities, including reporting, attendee or exhibitor surveys, and follow-up documentation.
• Maintain accurate event records through data entry, recurring report preparation, and tracking of historical conference information for operational reference and analysis.
• Provide financial and administrative support by organizing estimates, reviewing invoices, tracking expenses, and preparing payment documentation for approval and processing.
• Travel to event sites as needed to help manage logistics, resolve exhibitor concerns, and support day-to-day onsite operations.
• 1-2 years of experience in event coordination, customer support, hospitality operations, venue services, facilities administration, or a related internship setting.
• Demonstrated ability to manage multiple priorities with strong organization, attention to detail, and effective time management.
• Strong communication and interpersonal skills with a service-oriented approach to working with exhibitors, vendors, and internal stakeholders.
• Proficiency with Microsoft Office applications, with particular strength in Excel for tracking, reporting, and data management.
• Experience handling customer service responsibilities in a detail-focused, fast-paced environment.
• Ability to travel up to 25% to support onsite event execution.
• Familiarity with financial coordination tasks such as invoice review, billing support, reconciliations, or payment processing is preferred.
• Comfortable supporting accounting-related functions, including AP, AR, and expense tracking, as part of broader event operations.