Position Summary
The Project Coordinator provides broad administrative support to a team of event professionals working across the organization to produce approximately 30 marquee events and 300 smaller engagement gatherings annually in New York City. The Project Coordinator works closely with departments across the organization that provide critical resources, training, and support for these events. Additionally, the Project Coordinator will work with a variety of vendors that are contracted to support these events. This position offers a strong work-life balance that is unique within the live events industry.
Primary Responsibilities
- Manage and process food, beverage, and rental orders for outside events, ensuring the delivery and vendor payment.
- Process floral and gift orders for events and donor/staff recognition, managing the process through item delivery and vendor payment.
- Manage and maintain vendor relationships with our food, beverage, rental & floral vendors.
- Manage administrative aspects related to the set-up, use and payment of new vendors.
- Manage requests for photographers for in-person events, from contracting & work order requests through vendor payment.
- Assist with the management of event registration, including contracting with event registration vendors, iPad check-in using internal hardware, and creation of name tags.
- Work with Events and Marketing Teams to ensure proper event collateral (including wayfinding, banners, back drops, step and repeats, podium banner, etc.) are appropriately requested, delivered, and returned to UJA for all events. Additionally, ensure that all such materials are maintained, inventoried and ready for use.
- Inventory and maintain all Event Team related supplies required at in-person events. Ensure delivery and return to/from event site.
- Serve as a subject matter expert in UJA-Federation’s journal ad software system (JAS) and digital publishing software, Flowpaper. The process includes setting up journals through final product of print and/or digital journal formats.
- Attend and work events as needed.
- Additional assignments as requested.
Skills/Education Required
- Bachelor’s degree in hospitality, event production, or event marketing management preferred.
- Minimum one year of general administrative/office experience in a professional environment.
- Some experience in working in the hospitality, live events, event planning/production industry.
- Reliable, customer service oriented and positive attitude.
- Detail-oriented, excellent time management skills, and the ability to multitask in a fast-paced work environment.
- Flexible and proactive self-starter with strong interpersonal skills.
- Ability to maintain effective and organized computer files for fast retrieval.
- Proficiency in Microsoft Outlook, Teams, Excel, Zoom.
- Ability to quickly achieve proficiency in UJA proprietary software as well as event planning software such as Social Tables.
- Previous experience using AV technology for meetings and small events, virtual or in person is a plus.
- Ability to lift and carry up to 40lbs.
- Ability to be physically active at events for extended periods of time.
The annual salary for this role is $50,000.
