Project Coordinator

Job description

Denver-based Encompass Event Group is looking for a Project Coordinator to serve as a primary point of contact throughout our event production process. This role balances sales and operations. It’s perfect for someone that’s spent a lot of time onsite but wants to apply their talent to making sure everything is right … without ever stepping into a venue!

Duties of Project Coordinator:

  • Reply to incoming sales inquiry calls and emails as assigned by the Project Administrator

  • Lead or participate in Discovery Calls

  • Brainstorm solutions for our clients’ unique needs

  • Add companies and individuals to Flex and Pipedrive

  • Generate equipment and labor orders in Flex based on understanding of needs

  • Calculate Scheduled Payments

  • Scrub orders written by other Project Coordinators

  • Populate proposals in PandaDoc for final approval by the Project Administrator

  • Regularly follow up on unconfirmed events until confirmed or cancelled

  • Create “backstage folders” as a central resource before, during, and after an event

  • Gather and/or create production documents (schedules, CAD drawings, etc.)

  • Identify and resolve equipment and labor shortages

  • Schedule and lead client meetings

  • Process Change Orders

  • Transfer responsibilities to Project Manager during the actual event and back following upon completion

  • Other duties as assigned

Tools Used:
  • Pipedrive (CRM)

  • Asana (task management)

  • Flex (estimation tool)

  • PandaDoc (proposal generation)

  • Microsoft Office

  • Google Suite

Compensation and Benefits:

  • Full Time

  • Salary: $70,000-95,000 based on experience

  • Generous Paid-Time Off (PTO)

  • Insurance: UnitedHealthcare Platinum Plan with medical, dental, vision

  • Retirement: 401(k) with employer matching contribution

Job requirements

Associated Traits:

  • Technical and socially confident

  • Empathetic and understanding of clients’ professional needs

  • Detail oriented and organized

  • Comfortable with multitasking

  • Individually driven but comfortable working in a team environment

  • Commitment to executing and evolving our Lifecycle of an Event workflow

  • Desire to learn through internal and external coaching/mentoring to grow personal and professional skills

Other Requirements:

  • Must be based in the Denver-metro area

  • Minimum of five years experience implementing and executing high-end corporate and/or association events

  • Excellent verbal and written communication skills