Job Description

Title: Field Sales Event Coordinator

In office position, location in Coral Gables, Florida. Hours are 9:00am - 5:30pm.

Job Summary: The Field Sales Event Coordinator supports the Events Manager in planning and executing all Field Sales events. Responsibilities include assisting with contracting venues, event logistics, maintaining event timelines, coordinating communication with vendors and talent, and managing guest lists. This role works closely with departments such as Inside Sales, Marketing, and Accounting to ensure seamless event execution. The Coordinator helps with administrative tasks, tracks budgets and contracts, and ensures all event-related details are organized and on schedule.

Responsibilities:

• Assist in scouting and coordinating event locations for Field Sales events
• Support the Events Manager in organizing major travel industry events
• Help manage vendor relationships, including reviewing contracts, obtaining quotes, and ensuring alignment with company policies under the guidance of the Events Manager
• Coordinate event logistics such as venue bookings, décor, AV, rentals, entertainment, food & beverage, and hospitality needs
• Assist in creating and updating run-of-show timelines and communicating event details to internal teams
• Collaborate with Marketing to help develop and distribute event materials (e.g., invitations, signage, and promotional collateral)
• Work with Inside Sales to maintain and update guest lists, rooming lists, and RSVPs
• Research and assist in hiring event talent and coordinating their travel arrangements including flights, accommodations, and transportation
• Support the creation of sponsorship packages and track sponsorship commitments from partners
• Help process and track invoices, vendor payments, and coordinate with Accounting to ensure budget compliance
• Attend and support events onsite as needed to assist and ensure smooth operations

Qualifications:

• 1–3 years of experience in event coordination, sales support, or hospitality preferred
• Strong organizational skills and keen attention to detail
• Excellent communication and interpersonal skills
• Ability to manage multiple projects simultaneously in a fast-paced environment
• Proficient in Microsoft Office Suite; knowledge of event management software is a plus
• Travel occasionally to support onsite event execution, Internationally and Domestically
• Spanish speaking is a plus

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