Yardi Systems, Inc. Santa Barbara, CA, USA
Apr 12, 2019Full time
Event Coordinator Santa Barbara, CA Under general supervision, the Event Coordinator is responsible for assisting in planning Yardi events from inception to completion by coordinating logistics, sourcing materials, and communicating with decision-makers for timely execution. The Event Coordinator may focus on either Yardi corporate events including large scale conferences and forums, or a higher volume of smaller tradeshow events. PRIMARY RESPONSIBILITIES (Corporate Events) Maintains inventory of supplies & materials in Yardi offices and places orders with vendors to prepare for each event. Processes vendor payments and handles corporate credit card reconciliation. Oversees printing of any in house materials for each event. Oversees shipping of materials from Yardi offices for each event. Maintains conference staff schedule documents. Assists with event logistics such as booking activities, dinners, and meetings in association with the Yardi Advanced Solutions Conference (YASC) and forums. Maintains production schedule for each event. Maintains Executive Briefing profile sheets for each meeting. Serves as events application lead for YASC PRIMARY RESPONSIBILITIES (Trade Shows) Follows up with sales representatives that have attended events to ensure all event leads are submitted to corporate in the proposed timeframe. Participates in database cleanup and maintenance and acquires event attendee lists to verify information and prepare for future sales and marketing efforts. Supports the Marketing department with monthly meeting organization, corporate credit card reconciliation, budget entry, marketing spreadsheet management, and other administrative tasks. Provides marketing event information to new Sales employees and notifies Marketing management of events that need to be re-staffed when employees leave the company. Assists the on-site Yardi merchandising store by reviewing and fulfilling orders, maintaining and tracking inventory, and ordering promotional items for conferences. Serves as a back-up for webinar coordination by planning logistics, scheduling webinars and presenters, and distributing follow-up surveys. Updates master Top Pipeline deals spreadsheet monthly and cross-references to ensure they are invited to special events. EDUCATION/QUALITFICATIONS/EXPERIENCE Two plus (2+) years of experience in event planning. Proficiency with MS Word, Excel, Outlook, CRM systems, Outlook, and SharePoint. Bachelor’s degree in Communications, Marketing, Hospitality, or related field. One plus (1+) years of experience in the hospitality industry. REQUIRED SKILLS/ABILITIES Strong organizational skills and high attention to detail. Strong written and verbal communication skills. Ability to multitask and adapt to changing priorities. Ability to work at assigned office location. Regular attendance and a regular work schedule are essential functions of this job. National travel required up to 10% for meetings, events, forums, and site inspections.