Event Coordinator

Responsibilities

Allan Myers is seeking a dynamic and highly organized Event Coordinator to lead the planning and flawless execution of high-impact internal and external events that drive engagement, culture, and brand visibility. This individual will own end-to-end event operations—from concept to completion—while ensuring every detail aligns with our company’s image of excellence. If you thrive in a fast-paced environment, love coordinating logistics, and enjoy creating memorable experiences, this role is for you.

Core Responsibilities:

Event Planning & Strategy

- Define event objectives and scope.

- Develop detailed event plans, timelines, and budgets.

- Coordinate with stakeholders to align on goals and expectations.

Venue & Vendor Management

- Research and book venues for larger company events.

- Source, negotiate, and manage vendor contracts (catering, AV, décor, etc.).

- Ensure vendor compliance and quality standards.

Logistics Coordination

- Oversee transportation, accommodations, and on-site logistics.

- Ensure timely delivery and setup of all equipment and materials.

- Create contingency plans for emergencies or last-minute changes.

Team & Volunteer Management

- Recruit, train, and supervise event staff and volunteers.

- Assign roles and responsibilities for event day.

- Maintain strong communication and collaboration with internal teams.

Budgeting & Financial Oversight

- Track expenses and manage event budgets.

- Process invoices and journal entries for event-related costs.

On-Site Execution

- Oversee event setup and breakdown.

- Troubleshoot issues in real time.

- Ensure events run smoothly and on schedule.

Post-Event Activities

- Conduct debriefs and gather feedback.

- Analyze event success and identify areas for improvement.

- Prepare reports and thank-you communications for participants and sponsors.

Specific Duties

- Maintain and update event calendar and scheduling.

- Conduct monthly inspections of the trailer with chefs and drivers.

- Ensure trailer and truck meet company standards and image of excellence.

- Manage special permitting and certifications for food service compliance.

- Coordinate with Amanda for inspections, services, and scheduling.

- Maintain and organize the storage facility.

- Set up accommodations for events.

- Serve as the primary point of contact for field personnel and event inquiries.

- Use TEAMS folder for communication, documentation, and event planning.

Qualifications

- 2+ years of experience in corporate event planning or coordination.

- Strong organizational and multitasking skills.

- Excellent communication and interpersonal abilities.

- Ability to work independently and as part of a team.

- Comfortable with travel and weekend work.

- Familiarity with food service operations and permitting is a plus.

- Proficiency in Microsoft Office and collaboration tools (e.g., TEAMS).

- Knowledge of event safety protocols and best practices

Preferred:

- Experience with mobile food operations or hospitality

- Background in construction, hospitality or logistics environments

- Ability to thrive in a fast-moving, entrepreneurial team setting

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Overview

Our Company Does Work That Matters

Allan Myers is the largest heavy civil construction and materials production contractor in the mid-Atlantic. We build infrastructure: the highways and bridges that connect cities and towns, the public water and wastewater systems that provide clean water to your home and keep our streams clean. We take pride in meeting the highest quality standards because it ensures our work will have a long-lasting positive impact on the community. When you get home safe each night, you know that what you did that day matters.

At Allan Myers, you are part of a team dedicated to making things better, including your career. We pay well and provide generous benefits. We offer extensive training and promote from within. If you have the drive, we will help you build a career in the thriving construction industry and reach your full potential.

Allan Myers is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability, protected veteran status or other characteristics protected by law.