Event Coordinator

Overview

Kimley-Horn, one of Fortune Magazine’s “100 Best Companies to Work For,” is looking for an Event Coordinator to join the corporate team in our Dallas, TX location.

Responsibilities

This role involves event planning and execution for a variety of complex and concurrent training events and maintaining and expanding the firm’s continuing education accreditation. The ideal candidate will have excellent customer and project management skills with an emphasis on aligning event logistics with clear results-focused execution, as well as the ability to identify efficiencies and improvements to the events strategy. They are skilled at producing high quality in-person events while working in a fast-paced team environment. Air travel is required. A typical year could include approximately 12-24 total days in 2 to 5-day increments away from home.

• Plan, coordinate, and execute multiple events on schedule, within budget, and with excellent attention to detail.
• Coordinate event logistics including meeting space, room setup, equipment and labor, menu selection, and materials.
• Manage post-training tasks and file management as needed.
• Partner with project lead to manage participant logistics including registration and changes, coordinating travel needs, and communicating logistical information.
• Facilitate vendor negotiations and communication, and understand contracts
• Monitor training budgets, track spending, and maintain a budget spreadsheet.
• Perform other duties as needed, such as photography for social media and other relevant outlets, printing/distribution as needed, and ensure dietary/allergy needs are accommodated.
• Support other departmental responsibilities and activities as needed such as expense reports, research for future events, and material updates.

Qualifications

• 1-3 years’ experience in a related field (Event Management, Hospitality, Customer Service)
• Excellent organization and follow-through skills, as well as the ability to multitask in a fast-paced environment with limited daily supervision
• Exceptional time management and organizational skills with a proven record of success in planning, coordinating, and executing multiple events simultaneously
• Experience managing mid to large-size budgets, possess knowledge of contractual language pertaining to meetings and events, and have experience negotiating with vendors
• Proven ability to work well independently and as part of a team
• Proficiency with Adobe PDF MS Office including Microsoft Word, Excel, PowerPoint, Outlook, and Teams
• Excellent verbal and written communication skills
• On-site training sessions require longer workdays
• Able to travel (locally or out of state) for training sessions and additional team travel for approximately 15-25 days per year

Desired Skills

• Decision maker and problem solver with a collaborative/team-player attitude
• Adaptability to changes and maintaining a client service mindset
• Highly organized with the ability to handle multiple tasks to meet deadlines
• Proactive with a calm and flexible approach to handling pressure
• Experience with event registration systems and event mobile app platforms (Cvent)
• Willingness to apply creative and strategic thinking to routine and new events
• Ability to work independently under own direction and initiative

***Please include a cover letter with your resume.

Office hours are Monday - Thursday 7:30am - 5:30pm and Friday 7:30am - 11:30am.