Events Coordinator

This role provides logistical, administrative, and operational support for Facilities Operations event coordination activities, including Building Services, Logistics, and other Operations-based event support tasks. The coordinator manages intake, coordination, dispatching, and execution of event support requests, including high-profile campus events such as Reunions, Commencement, and Class Day. The position requires strong communication, operational knowledge of campus facilities, and the ability to coordinate resources to ensure efficient, safe, and high-quality service delivery. The role also supports accurate cost recovery and customer billing by maintaining event/work order documentation and coordinating with campus stakeholders.

Responsibilities

• Event Coordination & Customer Service
• Handle event support requests via phone, email, and in-person interactions; create, edit, and dispatch event-related work orders. Serve as the primary point of contact for event planning, intake, and execution support. Manage high-volume event and move-related work orders, ensuring accurate updates and appropriate crew assignment. Maintain clear, professional communication with campus clients, alumni, students, and internal staff to ensure expectations are met and services are delivered smoothly. Maintain working knowledge of campus buildings, spaces, and configurations to assist with event planning and logistics.
• Interface with campus constituents, alumni groups, and external vendors to gather specifications and coordinate services. Coordinate all logistical aspects of events, including setups, equipment, deliveries, and permits. Ensure proper staffing, equipment allocation, and scheduling align with event requirements. Represent Building Services at planning meetings and coordinate across departments to ensure seamless execution.
• Maintain comprehensive logs of all events, including schedules, service delivery details, and associated costs. Develop and maintain tracking tools to support operational reporting and historical analysis. Generate reports from departmental systems (e.g., Information Warehouse or equivalent). Collaborate with IT and departmental staff to improve event tracking systems and workflows.
• Coordinate with internal and external vendors for equipment, rentals, deliveries, and logistical needs.
• Order and manage supplies for departmental operations and event support. Ensure adequate inventory and availability of event-related resources.
• Work Order Management, Dispatching & Field Coordination
• Coordinate with the Logistics Supervisor and department crews to create, assign, and track event-related work orders. Prioritize workloads based on crew availability, location, and event urgency. Provide special instructions to ensure safe and efficient task completion. Collaborate with supervisors to plan and adjust staffing and resources in real time based on operational needs. Support crews in resolving on-site challenges and operational issues during event execution. Ensure accurate labor, material, and equipment tracking for all event-related work orders.
• Billing, Cost Recovery & Financial Administration
• Review completed event-related work orders for accuracy and completeness to support billing and cost recovery. Process and coordinate post-event billing for campus customers, ensuring labor, materials, equipment, and service charges are accurately documented and applied. Maintain billing records and supporting documentation in accordance with university policies and departmental procedures. Coordinate with Finance and campus departments to ensure proper account coding, charge allocations, and timely invoicing. Respond to customer inquiries regarding service charges and assist in resolving billing discrepancies. Generate reports on completed events and monitor open/closed work orders to support accurate cost recovery and revenue tracking.
• Systems, Technology & Process Support
• Use operational systems such as Maximo, EZ Max Mobile, Planon, Tiger Space, and campus tools to manage work orders and event logistics. Serve as a functional lead for event-related technologies and contribute to system enhancements. Support development and refinement of event management workflows and reporting tools.
• Cross-Departmental & Administrative Support
• Provide support to Facilities Operations initiatives and serve as backup for other administrative functions (fleet management, surplus coordination, purchasing support). Assist with general administrative functions such as scheduling, communications, recordkeeping, and special projects.

Requirements

• Three to five years of prior related experience in event coordination, operations support, or administrative functions in a service-oriented environment
• Strong organizational and time management skills with attention to detail
• Excellent written and oral communication skills
• Strong interpersonal skills with the ability to work effectively with a diverse range of stakeholders
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and ability to learn new systems and tools
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment

Nice to have

• Experience working with scheduling, work order, or event management systems preferred
• Experience supporting large-scale or university events
• Experience with budgeting, billing, or cost tracking
• Familiarity with Facilities Operations systems (e.g., CMMS, EMS, or similar)
• Experience working in a unionized or operational trades environment
• Experience with reporting tools or data systems

Benefits

• The University also offers a comprehensive benefit program to eligible employees. Please see this link for more information.