Event Coordinator

About Us

Position Overview

The Event Coordinator provides direct support to the Charter Sales Department and plays a key role in executing seamless, high-quality events. This role requires someone who is detail-oriented, proactive, and capable of managing multiple moving parts while maintaining excellent client and vendor relationships.

Responsibilities

• Event Coordination & Execution: Organize and execute events once details are finalized by the Sales team
• Create and manage detailed charter sheets (BEO) outlining all client/event requirements
• Oversee event setup and ensure all elements are executed to plan
• Maintain thorough documentation of all event details in accordance with company processes and standards
• Client & Vendor Management: Communicate professionally with clients to ensure satisfaction and clarity
• Coordinate meetings and vessel walkthroughs
• Build and maintain strong relationships with vendors
• Schedule and manage all outside vendors and dockage requests
• Coordinate and receive deliveries from clients and vendors
• Assist with showings and tastings on vessels
• Team Collaboration & Support: Act as a liaison between Sales and Operations teams
• Attend weekly operations meetings
• Support department-wide initiatives and team projects
• Contribute ideas and collaborate as an active, reliable team player
• Administrative & Operational Duties: Respond to client inquiries and direct communications appropriately
• Ensure deadlines are met and procedures are followed
• Keep shared calendar current and inbox organized
• Process vendor payments and maintain accurate records

Requirements

• Highly detail-oriented
• Composed under pressure with strong problem-solving and decision-making abilities
• Self-starter who works independently while thriving in a professional office environment
• Proactively seeks clarity and asks thoughtful questions
• Exceptional communication skills with confidence in client interactions, both in person and virtual
• Able to manage multiple events and deadlines with precision
• Excellent time management and organizational skills
• Sales-driven with the ability to upsell to clients with confidence
• Tech-savvy with proficiency in Microsoft Office, Excel, Adobe
• Ability to quickly learn new systems (CRM and document management platforms)
• Fluent in English and Spanish

Qualifications

• 4+ years of experience in event planning or coordination
• Bachelor’s degree in Event Management, Hospitality, or related field, or equivalent professional experience preferred

Schedule

Flexible availability including days, nights, weekends, and holidays

Benefits

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance