KCM Events Coordinator

Description

POSITION SUMMARY:

The Event Coordinator works under minimal supervision in support of the Events Department and provides administrative, logistical, financial, and project coordination for KCM meetings and events. This role is responsible for maintaining detailed event and crew data, coordinating travel, lodging, and rooming lists for staff and event teams, tracking event budgets and expenditures, supporting hotel and venue selection, planning on-site logistics including site layout, transportation, and coordination, supporting event registration and volunteer teams, and providing on-site support during event execution.

PRIMARY DUTIES AND RESPONSIBILITIES:

Event Data, Crew, and Travel Coordination

·         Update and maintain event and crew files for each meeting in the Event Department database and storage system.

·         Coordinate the event crew database, including entry and tracking of airline itineraries, vehicle rentals, lodging needs, per diem, parking, and related travel details.

·         Compile, request, and communicate crew travel requirements including vehicles, per diem, mileage, and ground transportation in accordance with ministry policies.

·         Build and maintain detailed rooming lists, including room type, occupancy, arrival and departure dates, and special accommodation requests.

·         Monitor hotel room blocks, attrition dates, and reservation deadlines, and communicate updates to hotel partners as room counts change.

·         Serve as the point of contact for staff hotel needs, including check-in and check-out coordination, room assignment changes, and resolving on-site lodging issues.

·         Prepare detailed crew and travel reports for event packets, including rooming lists, arrival and departure schedules, vehicle rental lists, timesheets, contact lists, run of events, speaker schedules, and dress codes.

·         Distribute parking passes, per diem checks, badges, and event information to crew before and during events.

Event Administration and Documentation

·         Submit all event documentation to the Event Manager for review and approval, including crew lists, travel reports, and vehicle rental lists.

·         Maintain shared event files, databases, and departmental documentation for leadership reference, including uploading meeting materials and crew details to designated platforms.

·         Prepare and maintain the event calendar used across ministry departments.

·         Schedule meetings, prepare agendas, and maintain meeting notes and action items.

·         Prepare and distribute event reports, schedules, contact lists, and operational documents.

·         Coordinate communication between internal departments and external partners to support event execution.

Vendors, Budget, and Financial Processing

·         Coordinate communications with vendors, venues, hotels, and service providers.

·         Assist with hotel and venue selection, including researching options and supporting rate negotiations.

·         Support contract coordination by assisting with contract systems, contract intake process, retrieval, documentation, and reference.

·         Track event budgets and expenditures, and flag variances for the Event Manager's review.

·         Review and process purchase requests, requisitions, reimbursement requests, invoices, deposits, payments, and expense reports, ensuring proper coding before submission for approval.

·         Review and reconcile venue, hotel, and vendor billing for accuracy, and reconcile hotel folios and rooming manifests against contracted room blocks following each event.

·         Reconcile ministry credit card statements through the Concur system.

Event Logistics, Site Planning, and On-Site Operations

·         Stock, prepare, and organize event materials and road cases to meet loading and shipping deadlines.

·         Assist with ordering, storing, and preparing event supplies and materials.

·         Assist with venue research, site inspections, room diagrams, and event floor plans.

·         Coordinate on-site transportation logistics, including shuttles and ground transportation for events.

Registration, Volunteers, and On-Site Support

·         Assist with coordinating event registration, including setup and strike, preparation and distribution of conference materials, and tracking on-site registration data.

·         Coordinate, train, and supervise volunteers and support staff.

·         Provide required on-site support during events, including coordinating vendor needs and operational requests, and supporting the Event Manager during event execution.

·         Assist with post-event reconciliation, reporting, and record retention.

Additional Responsibilities

·         Provide backup coverage and support for other event staff during absences or high-demand periods.

·         Support continuous improvement of event systems, processes, and administrative procedures.

·         Exhibit polite, professional, and clear communication via phone and email.

·         Assist with special projects as assigned.

·         Perform other duties as requested in support of the Events Department.

Requirements

JOB REQUIREMENTS:

Education and Experience:

·         Associate degree or equivalent work experience

·         Must be computer literate and be proficient in the Microsoft Office Suite

·         High level of spiritual and emotional maturity

Knowledge, Skills, and Abilities:

·         Knowledge, experience and understanding of event planning strategies and processes

·         Extremely organized and highly disciplined, with the ability to prioritize tasks and anticipate needs. Must be able to multi-task.

·         Can manage sensitive and confidential information with discretion Adept in problem solving and time management

·         Excellent interpersonal and communication skills.

·         Detailed, with a keen eye for spotting inaccuracies 

·         Able to take direction and be a team player

·         Public relations, communications, negotiation, and human relations skills preferred

·         Exceptional written and verbal communication skills

·         Type 55 WPM with minimum errors

·         Ability to adapt and respond to constantly changing priorities.

·         A wide degree of self-initiative, creativity and latitude is expected.

EQUIPMENT TO BE USED:

·         Standard office equipment

TYPICAL PHYSICAL DEMANDS:

·         Able to lift 30 lbs.

·         Able to sit at a computer workstation for extended periods of time

·         Must be able to pull, push, stand, sit, stoop, bend, reach, move or carry equipment

·         Requires normal range of hearing and vision

TYPICAL MENTAL DEMANDS:

·         Must be detailed, organized and communicative

·         Must be task and goal oriented

·         Requires the ability to multi-task

·         Must adapt well to changing work situations

·         Must be able to grasp and apply new ideas

·         Must be able to communicate with diverse groups of people

·         Must be able to resolve problems, handle conflict and make effective decision

WORKING CONDITIONS:

·         Normal office hours for 75% of the time

·         Must be flexible with work hours when hosting an event.

·         Some travel to KCM events or key donor events will be required.

OTHER:

·         Born again believer and must adhere to the doctrines of this organization as upheld by Kenneth and Gloria Copeland and their appointed representatives.

·         Must work well with others, as a team and according to Romans 16:17, must not cause dissension and division.

·         Must maintain a good attendance record.

·         Sensitive to needs of others, which includes a love and commitment to Kenneth Copeland Ministries staff, partners, and friends

·         Interpersonal skills necessary to interact with diverse groups of people, considerable skill and diplomacy in communication.  Ability to build effective working relationships inside and outside departments or groups.

·         Self-motivated and takes initiative.  Ability to react with appropriate urgency to situations and events that require quick response or turnaround.

·         Operates with pre-emptive thinking and must be discerning and able to make good judgment calls with minimum supervision.