Event Coordinator

POSITION SUMMARY The Event Coordinator (EC) is responsible for turning a client's event vision into a confirmed, accurately prepared, and successfully executed event. The EC manages the logistics and on-site execution of an assigned portfolio of events — including leading pre-con meetings with the Operations Management Team and Leads ahead of each event — working in close partnership with the Design Consultant (DC) assigned to that same event. Every event at White Door Events has two dedicated points of contact: a Design Consultant, who leads the client relationship, sales process, and design vision, and an Event Coordinator, who leads the logistics, order accuracy, and production of that vision. The EC is assigned to specific events and client accounts rather than to one individual DC, which keeps EC workload balanced and gives every client and every event a consistent logistics partner from planning through strike. This role blends client management, event logistics, design support, sales support, and on-site event execution. The EC is often the last line of defense for accuracy and the first point of contact once an event moves from the design stage into planning and production. PRIMARY RESPONSIBILITIES Client & Event Management Support the assigned Design Consultant(s) in managing client accounts and day-to-day event needs. Manage event logistics from initial planning and quoting through setup, execution, and strike. Communicate with clients by phone, email, and in person, providing a high level of customer service throughout the planning process. Schedule and confirm client appointments, site visits, and meetings. Attend client appointments, site visits, and walkthroughs as requested by the assigned DC. Take detailed notes during meetings and communicate important information to the appropriate internal teams. Build strong client relationships and quickly establish trust and rapport. Design Support Prepare CAD drawings, sales proposals, quotes, and other client-facing documents. Help clients translate their vision into practical rental and production solutions. Sit in on design meetings when requested by the DC for larger or more complex events (see “How the EC and DC Work Together” above). Order, Inventory & Logistics Management Enter and manage orders, reservations, payments, discounts, and account information within Point of Rental. Review inventory availability and order details, and work closely with the Inventory department on transfers and other needs, to ensure products are accurately reserved and prepared. Run reservation, quote, item preparation, inventory, and order reports. Monitor orders for accuracy, availability, timing, and special requirements. Manage delivery and will-call information and assist with overbooking procedures. Order decals for assigned events. Submit requests to Beth/Leah for custom items, and obtain custom item quotes from Stan/Beth, as needed for assigned events. Work closely with the operations and warehouse teams to ensure orders are prepared and executed correctly. Lead pre-con meetings with the Operations Management Team and Leads to review logistics ahead of each event. Assist with inventory management and showroom organization. Sales Support Assist the sales team in growing revenue and developing existing and new client relationships. Identify opportunities to introduce clients to additional products and services that fit their event needs. Answer incoming calls and assist walk-in clients. Process credit card payments, payment applications, processing fees, customer discounts, and account payments. On-Site Event Execution Assist with and oversee event setups and strikes, including on-site problem-solving and communication. Serve as the on-site point of contact for larger-scale events, managing logistics and communication between the client, venue, vendors, and White Door team. Troubleshoot problems and make real-time decisions throughout the event planning an…

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