Events Coordinator II - CIR Lead

About the role

The Events Coordinator II serves as the primary point of contact for all CIR meeting and event clients, coordinating meeting space reservations, managing scheduling requests, and supporting event logistics. They also assist with coordinating conferences, meetings, workshops, and special events for TTI and external clients.

Responsibilities

• Serve as the primary point of contact for all CIR meeting and event clients by providing guidance on meeting spaces, room configurations, catering, audiovisual services, technology, parking, and event logistics while ensuring exceptional customer service.
• Cook up meeting space reservations, maintain the CIR meeting and event calendar, and manage scheduling requests to maximize facility utilization and minimize scheduling conflicts.
• Cook up event logistics between clients, TTI Facilities, TEES IT, vendors, EM&P staff, and other stakeholders to ensure successful event execution.
• Develop room layouts, event timelines, activity schedules, and planning documents while facilitating coordination meetings as needed to keep all parties informed of upcoming meetings and operational impacts.
• Provide onsite meeting and event support, including coordinating event support personnel, assisting with room setup and event execution, resolving issues during events, and supporting events occurring outside normal business hours when necessary.
• Support financial administration for external and non-affiliated CIR clients by preparing estimates, tracking expenses, coordinating billing processes, and assisting with meeting space policies, operational procedures, and continuous process improvements.
• Aid in coordinating conferences, meetings, workshops, and special events for TTI and external clients by assisting with venue coordination, vendor management, and registration support.
• Aid in event registration platforms, attendee databases, participant communications, and event materials, including signage, agendas, name badges, and printed resources.
• Aid in post-event reporting, financial reconciliation, attendee evaluations, and project closeout activities while maintaining accurate event documentation.
• Aid the Event Director and Business Coordinator with special projects, departmental initiatives, financial processes, and other duties as assigned.

Requirements

• Education: Bachelor’s degree or equivalent combination of education and experience.
• Experience: 2 years of experience in event coordination and/or hospitality, tourism or facility management.
• Knowledge: Knowledge of word processing, spreadsheet, and calendar management applications.
• Skills: Strong verbal and written communication skills, excellent customer service, interpersonal, and organizational skills, ability to manage and maintain meeting and event calendars using Microsoft Outlook, ability to coordinate multiple scheduling requests and competing priorities, ability to multi-task and work cooperatively with others, ability to present information clearly and concisely, ability to manage multiple projects in a fast-paced environment.

Qualifications

• Physical Requirements: Ability to perform common office functions, ability to frequently communicate with other individuals within the workplace, ability to operate a computer and other office productivity machinery, ability to lift, move, carry, push, and pull low- to medium-weight materials and equipment as part of meeting and event setup and breakdown, room reconfigurations, and event support activities.