Facilities Coordinator (Event & Facilities Management)

Overview

A Facilities Event / Hospitality Coordinator plans, organizes, and executes events within a company's facilities, ensuring smooth operations by managing logistics, venue setup, vendor coordination, and on-site troubleshooting. Key responsibilities include liaising with clients and vendors, coordinating technical requirements like sound and seating, managing event budgets and timelines, conducting facility walk‑throughs, ensuring safety and policy adherence, and executing post‑event cleanup and evaluation.

Duties And Responsibilities

• Develop event concepts, manage budgets, and coordinate all logistical aspects, including venue selection, catering, entertainment, and technical equipment.
• Conduct facility walk‑throughs and tours; plan seating arrangements and ensure venue setup aligns with event requirements.
• Communicate with clients to understand needs, secure and coordinate with vendors (caterers, technicians, etc.), and manage contracts.
• Oversee the setup, operation, and troubleshooting of audio‑visual equipment and other technical aspects of the event.
• Act as the main point of contact for clients and vendors on the event day, resolve issues and challenges, and enforce facility policies.
• Ensure smooth event tear‑down, conduct post‑event evaluations and walkthroughs, and manage the cleanup process to restore the facility.
• Track event expenses and income, prepare billing statements, and maintain event‑related databases and reports.
• Coordinate with maintenance staff for pre‑ and post‑event facility checks, manage inventory of supplies, and ensure event safety and compliance.
• Provide high‑quality service to clients and guests, adapt to different situations, and maintain composure under pressure.

Key Performance Measures

Employee Specifications

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