Event Coordinator/ Conference Planner (remote)

Koniag Government Services - Chantilly, VA

Full-time

Remote - Chantilly, VA

Management of Companies and Enterprises

About the position

Koniag Professional Services, LLC, a Koniag Government Services company, is seeking an Event Coordinator/Conference Planner with Secret Clearance to support KPS and our government customer. This position is a remote opportunity and is intended for a future new business opportunity. The ideal candidate will be a highly motivated individual with a positive attitude, ready to join our rapidly growing company. The role requires a hard-working and experienced individual who can excel in a fast-paced government contractor environment. Strong interpersonal, writing, and oral communication skills are essential for success in this position. The Event Coordinator/Conference Planner will be responsible for a variety of tasks related to the planning and execution of events. This includes registering and processing payments for clients attending onsite and virtual events, tracking registration data, and ensuring that clients have all necessary information. The coordinator will also research, coordinate, and book event meeting and conference spaces, acting as the liaison between clients and event organizers. This role involves managing all communication and logistics for events, purchasing event space, coordinating hotel accommodations, negotiating contracts, and reviewing venue contracts for accuracy. In addition to these responsibilities, the Event Coordinator will need to communicate effectively and professionally, respond promptly to client requests, track all event processes in Google Sheets and internal project management systems, and provide excellent customer service. The coordinator will also be responsible for tracking expenses and receipts, suggesting process improvements, and providing logistic and administrative support as needed. Reports will be provided to project management to ensure transparency and accountability in all event-related activities.

Responsibilities

• Register and process payments for clients to attend onsite and virtual events.
• Track registration and ensure the client has the necessary registration data.
• Research, coordinate and book event meeting/conference space.
• Be the liaison between the client and the event organizers and venues managing all communication and logistics of the events.
• Purchase event space for client venues.
• Coordinate and purchase hotel rooms for clients.
• Negotiate contracts.
• Review venue contracts for accuracy.
• Communicate in a timely, effective and professional manner.
• Turn around client requests with a sense of urgency.
• Track all event processes and details in Google Sheets and internal project management system.
• Provide prompt customer service.
• Track expenses and receipts and costs for events.
• Suggest ideas for process improvements.
• Provide logistic and administrative support as needed.
• Provide reports to project management.

Requirements

• Very detail oriented
• Secret Clearance required
• Strong communication and organizational skills are a must
• Ability to multi-task when coordinating multiple events at one time
• Responsive to client needs
• Ability to serve in a client-facing role and possess utmost professionalism in serving the client
• Be able to take complete ownership of responsibilities and work independently to get the job done
• Be able to communicate issues to internal supervisor in a timely fashion when they arise
• Possess strong problem-solving skills to find solutions
• Have a strong working knowledge of MS Word, MS Excel, Google Drive, Google Docs, Google Sheets and saving documents as a PDF
• Be a pro-active team player and support staff
• Have a great service-oriented attitude toward both the client and the team
• High school diploma or equivalent
• Bachelor's degree preferred

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• 401K with company matching
• Flexible spending accounts
• Paid holidays
• Three weeks paid time off