Event Coordinator

ALN Apartment Data is seeking an experienced Event Coordinator to own the planning, execution, and business impact of our trade shows, conferences, sponsorships, and other industry events.

This role is in-person in our Carrollton, Texas office within the Marketing department and also works closely with Sales Leadership. It is responsible for ensuring ALN’s event presence is strategic, well executed, brand aligned, and directly supportive of revenue and long-term visibility.

Event Strategy and Selection

Research, evaluate, and recommend trade shows, conferences, business exchanges, and sponsorship opportunitiesMaintain a master calendar of approved, tentative, and declined eventsTrack deadlines, deliverables, and decision points for all eventsMaintain historical context and performance notes to inform future recommendationsWork closely with Sales and Marketing leadership to align event participation with business goalsBudgeting and Financial Oversight

Manage event financial tracking covering registration, travel, sponsorships, trade show booth expenses, shipping, and servicesReview all contracts, invoices, deposits, and final reconciliationsCoordinate with accounting on payments and cost trackingMaintain accurate financial records for all events in Dynamics 365Registration, Sponsorships, and Exhibitor Management

Register ALN and attending staff for all approved eventsManage booth selection, exhibitor kits, sponsorship inclusions, and required submissionsCoordinate speaking slots, listings, and sponsor deliverables where applicableServe as the primary event point of contact with associations, event organizers, venues, and vendorsCommunicate sponsorship details and expectations to internal teams prior to eventsTravel and Accommodation Coordination

Coordinate flights, hotels, and ground transportation for attending staffManage hotel room blocks, deposits, cancellations, and rooming listsEnforce company travel and expense policiesDistribute itineraries and travel details to attendeesTroubleshoot any travel issues before and during eventsTrade Show Booth Logistics, Materials, and Inventory

Coordinate company booth layout, flooring, furnishings, electrical, internet, and AV needsManage shipping to venues and/or hotelsTrack booth condition and coordinate repairs or replacements as neededManage production, inventory, and shipment of marketing collateral and giveawaysEnsure materials arrive on time and in appropriate quantitiesMaintain accurate inventory records across eventsCoordinate shipment of materials to remote sales team members when neededEvent Support

Serve as the primary support contact during eventsCoordinate with venue staff, show organizers, and vendorsResolve last minute issues involving logistics, staff, or servicesEnsure attending staff have what they need to perform effectivelyAdministrative and Process Ownership

Maintain records of event specifications, vendors, contracts, timelines, and requirementsCreate and maintain a centralized reference of event related platforms and tools used across associations and venues, such as exhibitor portals, floorplan tools, and registration systemsBuild and maintain a working directory of key contacts for associations, event organizers, venues, hotels, and vendorsEnsure institutional knowledge is documented and transferable, including preferred contacts, historical context, and recurring processesImprove internal checklists, templates, and event processes over timeSupport special projects related to events and field marketingMaintain proficiency in internal systems including Dynamics 365 and ALN AdminMarketing Integration

Travel expected on a limited basis to industry events or on-site locations to support execution, coordination, or advance planningCRM, Lead Management, and Reporting

Maintain accurate Dynamics 365 records for all events, including costs, attendees, exhibitor lists, and notesEnsure lead capture processes are set up and functionalCoordinate business card counting, attribution, and CRM entryAssociate leads and exhibitors with events for reporting purposesSupport post event summaries, ROI tracking, and debriefsEnsure post event evaluations and internal surveys are completedBrand Stewardship

Ensure ALN’s booth, signage, slides, materials, and business cards reflect brand guidelinesMaintain a consistent and professional brand presence across all materials and eventsIdentify and correct brand inconsistencies before they reach customersTools and Systems

This role regularly works in the following tools:

Microsoft Dynamics 365CoScheduleOffice 365 including PowerPoint, Teams, SharePoint, and ExcelCanvaWordPressGoogle AnalyticsSocial platforms including LinkedIn, Facebook, Instagram, X, and YouTubeQualifications and Experience

3 to 7 years of experience in event coordination, field marketing, marketing operations, or a related roleExperience supporting B2B sales teams and revenue driven marketing effortsStrong organizational skills with the ability to manage multiple events simultaneouslyComfortable working cross functionally with marketing, sales, and leadershipConfident making recommendations and managing prioritiesDetail oriented without losing sight of broader business goalsJob Type: Full-time

Pay: $55,000.00 - $70,000.00 per year

Benefits:

Dental insuranceHealth insuranceLife insurancePaid time offParental leaveExperience:

Events management: 3 years (Preferred)Ability to Commute:

Carrollton, TX 75006 (Required)Work Location: In person