Event Coordinator (Hybrid - Fort Wayne, IN)

Essential Functions and Responsibilities
The Event Coordinator supports the planning and execution of Sirva’s corporate events, tradeshows, conferences and other marketing experiences. Based in our Fort Wayne office, this role will have primary responsibility for coordinating local and regional tradeshows while providing logistical and administrative support for larger national events and conferences.

% of time

30%

Event & Tradeshow Coordination

Coordinate planning and execution for local and regional tradeshows and conferences
Manage event timelines, checklists, deadlines and logistical requirements
Coordinate booth requirements, signage, collateral, promotional items and materials
Support larger conferences, events, meetings and strategic events as needed
Communicate with event organizers and internal stakeholders to confirm requirements and ensure deadlines are met
Provide onsite as required, including setup, registration, booth support and teardown

20%

Registration & Attendee Management

Build, update and manage event registration sites and attendee communications
Monitor registration activity and provide regular attendance updates.
Coordinate name badges, attendee lists, signage, table tents and other event materials
Support hotel room blocks and attendee logistics

15%

Shipping & Event Logistics

Coordinate outbound and return shipping of event materials
Prepare shipping documentation and monitor shipments to ensure timely delivery

15%

Inventory Management

Maintain inventory of tradeshow displays, signage, promotional items, collateral and other event materials
Track inventory levels and coordinate replenishment or replacement of materials
Ensure returned event materials are properly accounted for, organized and stored
Conduct periodic inventory reviews and maintain accurate inventory records

10%

General Event & Partnership Support

Maintain event calendars, planning documents, vendor information and other event records
Assist with sourcing venues, vendors, promotional items and event services
Support sponsorship and partnership deliverables, including tracking deadlines, benefits and required materials
Participate in post-event reviews and help document results, learnings and recommendations
Identify opportunities to improve event processes, organization and efficiency

10%

Event Administration

Collect, track and process departmental invoices and purchase documentation
Coordinate with vendors and internal Finance teams to resolve invoice or payment questions
Assist with purchase orders, deposits, contracts and other documentation as needed
Help maintain accurate budget trackers and identify discrepancies

Qualifications and preferred skills (Qualifications, Skills, Education or Certification Requirements, etc.)

Associates or Bachelor’s degree in marketing, communications, hospitality, event management, business or a related field preferred

Experience in event coordination, marketing, hospitality, project coordination or a related area preferred; relevant internship experience will be considered
Proficiency with Microsoft Office, including Outlook, Excel, PowerPoint and Teams.
Experience with event registration platforms such as Cvent is a plus
Willingness to travel periodically to support events
Strong organizational skills and exceptional attention to detail
Ability to manage multiple projects, deadlines and priorities simultaneously
Strong written and verbal communication skills
Comfortable working independently while collaborating with multiple teams and stakeholders
Ability to assist with event setup and movement of event materials as required

At Sirva, we are committed to fair and transparent compensation practices. In accordance with applicable state and federal laws, we provide the following salary information for this position:
Position Title: Event Coordinator
Salary Range: $50-60K USD
Benefits: Comprehensive benefits package that includes Medical, Dental, Vision, 401(k), FSA/HSA, Employer HSA Match, Life & Disability Insurance, Paid Time Off, Volunteer Time Off, ID Theft Protection Plan and more. Benefits are based on employment status and may not be available for temporary or non full-time employees

Salary ranges may vary based on location, market conditions, and other factors such as experience and qualifications. The final compensation will be determined during the hiring process based on these considerations.
For positions available outside the United States, salaries will take into account local currency and market conditions, which may differ from the USD salary range. If you have any questions about salary or benefits, we encourage you to ask during the hiring process.

Artificial Intelligence Usage: Artificial intelligence tools may be used to assist with administrative tasks such as notetaking and advanced candidate searches during the recruitment process. All screening, assessment, and hiring decisions are made by human recruiters and hiring managers.

Vacancy Status: This posting reflects an existing vacancy within our organization.