Events & Exhibits Coordinator

The Events & Exhibits Coordinator position provides administrative, clerical, and event coordination support for events held at the South Florida Fairgrounds. The position is primarily responsible for managing execution of Certificates of Insurance (COIs), deposits, invoices, records, and ongoing communication with clients, exhibitors, and vendors throughout the event process.

Responsibilities:

Manage event and vendor contracts from issuance through execution, including preparing and distributing contracts, rate sheets, event memos, and related documentation for new and returning clients
Track contracts and Certificates of Insurance (COIs) to ensure required documents are properly completed, signed, and returned within established timeframes; follow up on outstanding documentation as necessary
Process, record, track deposits and payments; prepare and distribute invoices and follow up with clients, exhibitors, and vendors regarding payment status
Maintain accurate and current records of leads, contracts, deposits, payments, and revenue in Event Temple, vendor systems, financial schedules, and other applicable systems
Maintain organized and current physical and electronic files for contracts, COIs, deposits, invoices, and other event-related documentation
Respond to client, exhibitor, and vendor inquiries by telephone, email, and in person in a professional and timely manner
Schedule and participate in client site visits, departmental meetings, planning sessions, and other meetings related to event preparation and execution
Develop and maintain positive working relationships with current and prospective clients, exhibitors, and vendors and follow up on new, repeat, and prospective event inquiries
Assist with researching comparable venues, pricing, packages, industry trends, technology, and other opportunities that may enhance event operations and sales efforts
Work with Expo Sales and Marketing & Brand Management to assist with the promotion of events, exhibits, and competitions through websites, social media, outreach, and other promotional efforts
Ensure assigned activities comply with applicable safety requirements, permits, insurance requirements, organizational policies, and established procedures
Assist supervisors with the coordination and management of crafts and skills competitions and other competitive exhibits for the annual Fair and special events
Assist with maintaining exhibitor and vendor rules, entry requirements, schedules, judging procedures, and related materials; implement changes as approved by supervisors
Recruit, coordinate, and communicate with exhibitors, vendors, judges, volunteers, and superintendents in support of competitive exhibits and event operations
Coordinate exhibit setup, display, judging, awards, and tear-down to ensure exhibits are organized and professionally presented
With approval from the Chief Venue and Events Officer, assist with the selection and placement of indoor commercial exhibitors and vendors to provide a diverse and high-quality mix for Fair guests
Maintain accurate records of competitive exhibit entries, awards, premiums, exhibitors, supplies, ribbons, and related program expenses
Assist supervisors with the planning, coordination, and execution of the annual Fair, competitive exhibits, Spookyville, Kids Mile, and other special events, including registration and participation goals as assigned.
Attend meetings, special events, and planning sessions as required
Maintain confidentiality of sensitive or proprietary information involving the CEO, CFO, Chief Venue and Events Officer, Board of Directors, clients, employees, and other stakeholders
Operate standard office equipment
Other duties and responsibilities as assigned by management

Knowledge, Skills & Abilities

Proficiency in Microsoft Office Suite and the ability to learn and effectively use event management, CRM, vendor, and financial software, including Event Temple
Strong organizational, administrative, and records-management skills with the ability to prioritize multiple assignments, follow-ups, deadlines, and concurrent events in a fast-paced environment while maintaining accurate physical and electronic records
Strong attention to detail and accuracy when preparing, reviewing, entering, and maintaining contracts, financial information, deposits, invoices, payments, and other records
Ability to read and review contracts, Certificates of Insurance, and related documents for completeness, accuracy, required information, and signatures
Strong customer service, communication, and interpersonal skills, with the ability to communicate professionally and maintain effective working relationships with clients, vendors, exhibitors, volunteers, coworkers, and other departments
Ability to perform basic mathematical calculations, including addition, subtraction, multiplication, and division
Ability to understand and apply detailed instructions, established procedures, and organizational policies; exercise sound judgment in routine situations; and learn and apply new processes and procedures
Ability to work independently on routine assignments while recognizing when supervisor direction or approval is required
Ability to accept direction, feedback, and coaching and to learn and apply new processes and procedures
Ability to perform duties in both indoor and outdoor environments and in varying weather conditions, including rain, cold, heat, and wind

Job Type: Full-time
Pay: $50,000.00 - $65,000.00 per year
Benefits

401(k) matching
Dental insurance
Employee assistance program
Health insurance
Health savings account
Life insurance
Paid time off
Retirement plan
Vision insurance

Application Question(s):

Are you willing to undergo pre-employment drug testing and a background check, in accordance with local law/regulations?

Education:

High school or equivalent (Preferred)

Experience:

Microsoft Office Suite: 1 year (Preferred)

Work Location: In person