KCM Events Coordinator

POSITION SUMMARY:

The Event Coordinator works under minimal supervision in support of the Events Department and provides administrative, logistical, financial, and project coordination for KCM meetings and events. This role is responsible for maintaining detailed event and crew data, coordinating travel, lodging, and rooming lists for staff and event teams, tracking event budgets and expenditures, supporting hotel and venue selection, planning on-site logistics including site layout, transportation, and coordination, supporting event registration and volunteer teams, and providing on-site support during event execution.

PRIMARY DUTIES AND RESPONSIBILITIES:

Event Data, Crew, and Travel Coordination

· Update and maintain event and crew files for each meeting in the Event Department database and storage system.

· Coordinate the event crew database, including entry and tracking of airline itineraries, vehicle rentals, lodging needs, per diem, parking, and related travel details.

· Compile, request, and communicate crew travel requirements including vehicles, per diem, mileage, and ground transportation in accordance with ministry policies.

· Build and maintain detailed rooming lists, including room type, occupancy, arrival and departure dates, and special accommodation requests.

· Monitor hotel room blocks, attrition dates, and reservation deadlines, and communicate updates to hotel partners as room counts change.

· Serve as the point of contact for staff hotel needs, including check-in and check-out coordination, room assignment changes, and resolving on-site lodging issues.

· Prepare detailed crew and travel reports for event packets, including rooming lists, arrival and departure schedules, vehicle rental lists, timesheets, contact lists, run of events, speaker schedules, and dress codes.

· Distribute parking passes, per diem checks, badges, and event information to crew before and during events.

Event Administration and Documentation

· Submit all event documentation to the Event Manager for review and approval, including crew lists, travel reports, and vehicle rental lists.

· Maintain shared event files, databases, and departmental documentation for leadership reference, including uploading meeting materials and crew details to designated platforms.

· Prepare and maintain the event calendar used across ministry departments.

· Schedule meetings, prepare agendas, and maintain meeting notes and action items.

· Prepare and distribute event reports, schedules, contact lists, and operational documents.

· Coordinate communication between internal departments and external partners to support event execution.

Vendors, Budget, and Financial Processing

· Coordinate communications with vendors, venues, hotels, and service providers.

· Assist with hotel and venue selection, including researching options and supporting rate negotiations.

· Support contract coordination by assisting with contract systems, contract intake process, retrieval, documentation, and reference.

· Track event budgets and expenditures, and flag variances for the Event Manager's review.

· Review and process purchase requests, requisitions, reimbursement requests, invoices, deposits, payments, and expense reports, ensuring proper coding before submission for approval.

· Review and reconcile venue, hotel, and vendor billing for accuracy, and reconcile hotel folios and rooming manifests against contracted room blocks following each event.

· Reconcile ministry credit card statements through the Concur system.

Event Logistics, Site Planning, and On-Site Operations

· Stock, prepare, and organize event materials and road cases to meet loading and shipping deadlines.

· Assist with ordering, storing, and preparing event supplies and materials.

· Assist with venue research, site inspections, room diagrams, and event floor plans.

· Coordinate on-site transportation logistics, including shuttles and ground transportation for events.

Registration, Volunteers, and On-Site Support

· Assist with coordinating event registration, including setup and strike, preparation and distribution of conference materials, and tracking on-site registration data.

· Coordinate, train, and supervise volunteers and support staff.

· Provide required on-site support during events, including coordinating vendor needs and operational requests, and supporting the Event Manager during event execution.

· Assist with post-event reconciliation, reporting, and record retention.

Additional Responsibilities

· Provide backup coverage and support for other event staff during absences or high-demand periods.

· Support continuous improvement of event systems, processes, and administrative procedures.

· Exhibit polite, professional, and clear communication via phone and email.

· Assist with special projects as assigned.

· Perform other duties as requested in support of the Events Department.