Events and Logistics Coordinator

Overview

The Events and Logistics Coordinator will lead event programs within the division and provide fiscal oversight for all assigned events and special projects from onboarding through execution.  This position assists in planning, vendor management, internal communication, organizing and implementing events and functions which may include conferences, jobsite tours, dinners, panel discussions, and receptions for large groups.  Additionally, this position will provide travel and expense coordination.

What you will be doing

• Lead coordination of events, programs or conferences including booking of facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budgets.
• Collaborate with cross-functional teams to ensure business needs are understood and addressed in a timely manner.
• Enters data and reconciles invoice and purchase order (PO) information in company procurement program to ensure accurate and timely payment. Acts as liaison between vendors, subcontractors and other external partners to resolve invoicing and payment inquiries.
• Coordinates asset distribution and tracking for assigned employee group or project.
• Actively participate in event and planning meetings with creative and innovative ideas and prepare proposals.
• Lead execution of events with on-site coordination including setup and breakdown.
• Organize and attend post-event evaluation meetings to assess success and continuous opportunities for improvement.
• Arranges domestic and international detailed travel plans and itineraries, including multi-segment and international booking, compiles documents for travel-related meetings.
• Collects, tracks and submits documentation for executive travel and expense reports in a timely and accurate manner.
• Maintains conference room and facility cleanliness and preparedness. Monitors conference room bookings and assists office staff reserving and coordinating meetings and catering.
• Perform additional assignments per management’s direction.
• Maintains company and business contact information, seating and event calendar documents.
• Performs a variety of clerical duties, including making copies, typing memos, correspondence, reports and other documents as directed.
• Maintains knowledge of Company’s values and strategic plan.
• Support published corporate policies.

What we are looking for

• High School Diploma or GED required.
• 2+ years related administrative or clerical experience required.
• Experience supporting senior leadership.
• Project tracking and coordination experience required.
• Proven initiative, organization and self-prioritization required.
• Friendly disposition and customer service attitude required.
• Ability to travel as needed.
• Available to work weekends and evenings as needed for events.
• Strong communication and presentation skills required.
• Technical and professional writing and correspondence skills required.
• Subject matter expertise in travel and expense report procedures, company requirements and efficiencies preferred.
• Able to maintain strict confidentiality with company and personnel matters.
• Experience using MS Office Suite, including Word and Excel required.
• Developing knowledge of construction industry and project business procedures.
• Ability to work in MS Office Suite, including Word, PowerPoint and Excel required.

Why work for us

Some of the benefits you may be eligible for as a Flatiron employee are: 

• Comprehensive compensation package and paid time off program
• Industry leading 401(k)/RRSP
• Medical/Extended Health Care, Dental, Vison and/or Provincial Medical
• Wellness benefits & Employee Assistance Program
• Tuition Reimbursement Program

Flatiron is an EEO/AA/ADA/Veterans employer. 

Salary Min

USD $27.00/Hr.

Salary Max

USD $30.00/Hr.