Special Events Coordinator

Special Events Coordinator

Part-Time | Contract | 25–30 Hours per Week | $25–$35 per Hour

Job Summary

We are seeking an organized, proactive and detail-oriented Special Events Coordinator to join our marketing agency on a part-time, contract basis. This individual will oversee the planning, coordination and execution of special events for our clients, serving as the primary point of contact for event logistics, vendors, venues and designated client representatives. The ideal candidate is an excellent communicator and multitasker who can manage multiple event timelines, coordinate moving parts, anticipate potential challenges and ensure that every detail is accounted for. This is a hands-on role for someone who enjoys bringing events to life and keeping projects running smoothly from initial planning through event day.

Key Responsibilities

1. Event Planning & Project Management

Develop and maintain master event calendars, timelines, milestones and deadlines.
Create event-specific planning schedules, checklists and logistical plans.
Coordinate planning activities among clients, event hosts, venues and service providers.
Facilitate ongoing communication and ensure all parties are informed of key details and deadlines.
Monitor event progress, identify potential challenges and proactively resolve logistical issues.
Oversee event details from initial planning through execution and post-event wrap-up.

2. Venue & Host Coordination

Coordinate event logistics with designated hosts and venue representatives.
Conduct venue walkthroughs and site visits as needed.
Assist with room layouts, seating arrangements, guest flow and overall event setup.
Coordinate venue access, setup schedules, load-in and breakdown requirements.
Confirm venue logistics and ensure all operational details are addressed.
Work with client representatives who are responsible for identifying and securing event venues and hosts.

3. Vendor Management & Coordination

Research, identify and recommend vendors and service providers as needed.
Request, review and compare vendor proposals and estimates.
Coordinate catering, rentals, audiovisual, entertainment, décor, florals and other event-related services.
Communicate event requirements, schedules and responsibilities to vendors.
Manage vendor timelines, deliveries, setup and breakdown.
Serve as a point of contact for vendors throughout the planning process and on event day.

4. Event Execution & On-Site Management

Oversee event setup and ensure all logistical details are in place.
Manage event-day timelines and coordinate vendors, staff and volunteers as needed.
Troubleshoot unexpected issues and make real-time decisions to keep events running smoothly.
Ensure a positive, seamless experience for clients, guests and event participants.
Coordinate post-event breakdown and follow-up as needed.

Qualifications & Requirements

3+ years of experience in special events, event planning, event coordination or project management.
Experience managing multiple events or projects simultaneously.
Strong organizational, time management and multitasking skills.
Excellent written and verbal communication skills.
Experience working with venues, vendors, caterers, AV companies and other event service providers.
Ability to develop and manage timelines, budgets, checklists and logistical plans.
Strong problem-solving skills and the ability to anticipate and address challenges.
Comfortable working independently, taking initiative and managing competing priorities.
Proficiency in Microsoft Office and project management tools.
Flexibility to work occasional evenings and weekends for event execution.
Ability to travel locally to venues and event locations as needed.

Position Details

Employment Type: Independent Contractor
Schedule: Part-time, approximately 25–30 hours per week
Compensation: $25–$35 per hour, based on experience
Location: Boca Raton, FL 33428

Pay: $25.00 - $35.00 per hour

Expected hours: 25.0 – 30.0 per week

Benefits:

Flexible schedule

Work Location: In person