Event Coordinator

Job Description

Job Description

Salary : Who We Are

Quint is the industry-leading provider of official tickets and hospitality packages to the world's most prominent sports and entertainment events. Based in Charlotte, North Carolina, with offices in six countries, Quints global footprint and proprietary technology platform continue to be the foundation of its exponential growth.

Quint's innovative programs enable partnership properties to expand fan experiences and corporate client entertainment opportunities in a way that reflects the quality and prestige of those brands. Quint has a portfolio of 15+ official property partnerships servicing over 90 events, including Formula 1, NBA, Kentucky Derby, MotoGP, Breeders' Cup, Belmont Stakes, and the NHL.

What You Will Do

As the Event Coordinator, your contribution to the organization will be to support the delivery of exceptional guest experiences at established financial margins for your teams portion of assigned events. You will assist with a variety of processes during planning, on-site execution, and post event debrief. You will also work collaboratively to support overall initiatives to deliver exceptional guest experiences at all events globally.

Essential Job Duties & Functions

• Support planning and on-site delivery for 12+ events annually ranging from 200 to 12,000 guests with event launch up to a year in advance of event date
• Physical and digital ticket management
• Fulfill guest orders through an in-depth, multi-step process including building excel reports, generating shipping labels, interfacing with suppliers, quality control checks, packing and assembling parcels, creating detailed documentation, etc.
• Coordinate with internal graphic design team to produce required assets such as credentials, signage, large format graphics, etc.
• Schedule and timeline management for guests and staff
• Vendor / supplier selection, negotiation, contracting, and ongoing management for services such as transportation, staffing services, gifts, etc.
• Obtain appropriate permits, licenses, and contracts required to deliver the event
• Provide information and collaborating with Guest Services and Guest Communications to ensure guests receive proactive and accurate information about their experience
• Work collaboratively with internal departments to ensure execution aligns to internal requirements such as Event Programs Management, Marketing, Sales, Partner Management, and Product Management
• Build and documenting plans into a standardized template to ensure successful on-site delivery with a focus on the guest experience
• Manage and support preparation and set-up activities
• Execute documented plans for both back of house and guest-facing activations such as staff training, package delivery and pick-up, hotel check-in, transportation management, hospitality check-in, experience and tour management, etc.
• Oversee vendor and supplier delivery to ensure contracted goods and services are delivered to the expected standards
• Provide positive, engaging, and friendly service to all guests on-site
• Manage and support tear down activities such as overseeing vendors / suppliers, moving equipment, freight, meeting and hospitality space load out, etc.
• Accountable for the assigned portion(s) of the budget for your assigned tasks and projects.
• Support initiatives to maximize budget utilization through negotiation and internal collaboration
• Ensure accurate and timely tracking of planned and confirmed expenses.
• Manage your own on-site expenses and inspire fiscal responsibilities in fellow travelers
• Collaborate with manager to understand sales projections and any required budget adjustments

Basic Qualifications

Physical Demands