Operations Coordinator (Meetings & Events)

The Onsite Meeting and Event Operations Coordinator supports the planning and execution of onsite internal meetings, leadership sessions, special events, and high-visibility engagements by delivering a seamless client experience and strong operational coordination. This role serves as a key point of contact for clients and internal stakeholders, ensuring all meeting and event details are managed accurately, communicated clearly, and executed with a high level of professionalism. Support the Statement of Work (SOW) process by ensuring required SOWs are created, reviewed, approved, completed, posted, and stored accurately and on time.Partner with IME Technical and Special Event Producers to review production details and confirm meeting requirements are properly documented.Participate in production review meetings and global coordination calls to ensure accurate communication, readiness, and alignment across teams.Maintain event records, project documentation, and planning materials in ServiceNow, Outlook, and SharePoint.Support post-event review processes by gathering feedback, documenting outcomes, and identifying opportunities for continuous improvement.Help maintain operational guides, support documents, and tools used to improve consistency and service delivery.Cross-Functional Coordination Act as a liaison between clients and key support teams including IT, AV, Real Estate and Facilities, Security, Catering, janitorial services, transportation providers, and external vendors.Submit, enter, and track event details in the appropriate systems, request forms, and internal trackers according to process requirements.Coordinate vendor and service partner activities related to setup, execution, breakdown, staffing, and event support needs.Work with service partners and vendors to help identify practical and cost-effective solutions that align with client needs and budget parameters.Support crew requests, facilities requests, billing coordination, and technology-related event needs.Reporting, Documentation, and Administrative Support Strong communication and organizational skills with a high level of professionalism and client service.Excellent attention to detail and ability to manage multiple priorities with accuracy and consistency.Comfortable communicating and coordinating with senior leaders and executive-level stakeholders.Experience supporting onsite meetings, events, hospitality operations, workplace services, or similar corporate event environments.Strong knowledge of Outlook, SharePoint, and ServiceNow.Experience managing multiple Outlook calendars and shared mailboxes.Ability to coordinate across multiple departments, support teams, and vendors.Strong problem-solving skills with the ability to troubleshoot and adapt quickly in a fast-paced environment.Experience maintaining documentation, trackers, and reporting with a strong focus on follow-through.Ability to support budgets, estimates, invoices, and expense reconciliation.Experience developing or maintaining SOPs and process documentation is a plus.