Job Description

About Us:

Our client is the nation’s largest designer and installer of paving stones and outdoor living systems, has nearly three decades of experience helping employees take their careers to new levels. Join our team of visionaries dedicated to transforming outdoor spaces and making the world a more beautiful place.

Job Title: Event Coordinator

Employment Type: Temp to Hire (Part-Time)

Pay Rate: $21.00 per hour

Hours: 25-30 hours per week (5-6 hours per day)

Schedule: Hybrid – Training in office, then hybrid with at least one in-office day per week

Location: Santa Ana, CA

Position Summary:

We are seeking a proactive, detail-oriented Event Coordinator to support our busy calendar of shows and events. This part-time, hybrid position will focus on coordinating home show bookings, managing databases, supporting field marketing initiatives, and ensuring smooth operations across all event-related activities.

Key Responsibilities:

Home Show Coordination:

• Complete and submit show applications/contracts with accurate and up-to-date information.
• Provide all required documents including insurance certificates, W9 forms, and payment notifications to appropriate departments.
• Maintain a detailed Home Show List , ensuring accuracy for budgets, dates, branch assignments, costs, booth placements, and billing.
• Track and update show performance metrics (leads, appointments, revenue) and offer recommendations for future improvements.

Research & Scheduling:

• Conduct research on new and existing market shows.
• Enter all scheduled home shows into the shared department calendar.
• Send weekly show schedules to branch teams and update CRM with active show IDs.
• Distribute weekly IDs, tablet codes, and historical performance data for reference.
• Manage exhibitor kits and move-in instructions, ensuring branches receive materials at least two weeks in advance.
• Reconcile weekly credit card statements using Concur.

Field Marketing Support:

• Act as a liaison between Marketing and Field Marketing teams, ensuring clear communication and timely execution of campaigns.
• Support Field Marketing Associates with tools such as SalesRabbit.
• Coordinate monthly distribution of advertising collateral to field teams.
• Assist branches in vendor selection for events, including menu planning, logistics, and guest management.
• Identify, contact, and manage external exhibitors/sponsors, securing necessary applications, contracts, and certificates of insurance (COIs).

Collateral & Vendor Management:

• Monitor inventory and place orders for event collateral, including banners, tablecloths, signage, and promotional materials.
• Source new vendors and request quotes as needed.
• Manage shipping logistics for collateral to branches and ensure correct file uploads for vendor production.
• Process invoices and coordinate with Accounting for timely payments.

Qualifications:

• Experience in events coordination, marketing support, or administrative roles preferred.
• Strong organizational skills with an ability to manage multiple tasks and deadlines.
• Proficiency in Microsoft Office and CRM tools (knowledge of Concur is a plus).
• Excellent written and verbal communication skills.
• Detail-oriented with strong follow-through.

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