Special Events Coordinator - United Site Services
Westborough, MA 01581
About the Job
United Site Services is the industry leader in comprehensive site services, committed to creating partnerships that help enable our customers’ project and event success. Our deep industry expertise, excellence in process management, and dedication to corporate responsibility are pillars of our value proposition; each supported by tangible, best-practice programs.
Our success is fueled by the dedication and collaboration of our diverse team, which includes field technicians, customer care representatives, sales professionals, and functional experts. Each member of our team plays a vital role in ensuring a seamless and reliable experience for our customers.
By joining United Site Services, you will be part of an organization that values continuous improvement, teamwork, and excellence in every aspect of our business.
Overview:We are seeking a highly organized, detail-oriented, and reliable Special Events Coordinator to join our dynamic team. The ideal candidate will be responsible for coordinating travel, managing administrative tasks, overseeing logistics, and handling various miscellaneous duties to ensure the smooth execution of events. This role is pivotal in supporting the successful planning and implementation of a wide range of special events. The candidate must demonstrate discretion, integrity, exercise independent judgment, and the ability to maintain confidentiality at all times.
Responsibilities:• Arrange and manage travel itineraries, accommodations, and transportation for event participants and staff.
• Analize and ensure all travel arrangements are cost-effective and adhere to company policies.
• Troubleshoot travel issues and provide support for any last-minute changes or emergencies.
• Travel to event locations as required (25%-30% travel).
• Provide administrative support to the events team and other departments as needed.
• Manage Outlook calendars for scheduling in-office meetings and other events.
• Design and generate reports, presentations, and miscellaneous correspondence as required.
• Assist with travel planning and managing business travel, including preparing detailed travel itineraries.
• Handle sensitive information with discretion and maintain confidentiality.
• Maintain detailed and organized event files, including contracts, budgets, and schedules.
• Responsible for budget tracking and financial reporting of events’ expenses.
• Oversee vendor relationships, including negotiating contracts and ensuring timely delivery of services.
• Ensure logistical details are executed flawlessly and according to plan.
• Provide on-site support during events, including troubleshooting and addressing any issues that arise.
• Conduct post-event evaluations and compile feedback for continuous improvement.
• Support marketing efforts related to events, including social media updates and promotional materials.
• Perform other duties as assigned.
Qualifications:
• Minimum High School or GED or equivalent required
• Minimum 2 years of experience in event planning, coordination, or a related role
• Excellent organizational and multitasking abilities.
• Strong attention to detail and problem-solving skills.
• Proficiency in Microsoft Office Suite and event management software.
• Effective communication and interpersonal skills.
• Ability to work independently and as part of a team.
• High level of discretion, integrity, and reliability.
• Ability to maintain confidentiality and handle sensitive information with care.
• Flexibility to work evenings, weekends, and travel as required.
• Ability to manage multiple calendars and schedule meetings effectively.
• Ability to design and generate professional reports and presentations.
• Sit while answering phones or reply to emails
• Use hands and fingers to handle, control or feel objects tools or controls
• Repeat the same movements when entering data
• See details of objects that are less than a few feet away
• Speak clearly so listeners can understand
• Speak clearly so listeners can understand
• Focus on one source of sound and ignore others
• Hear sounds and recognize the difference between them
• See differences between colors, shades and brightness
All full-time employees working an average of 30 hours or more per week are eligible for the following benefits:
- Holiday & Paid Time Off (pro-rated for Part-Time employees)
- Medical/Pharmacy
- Dental
- Vision
- Employer-Paid Short-Term Disability
- Employer-Paid Long-Term Disability
- Employer-Paid Employee Basic Life & Accidental Death and Dismemberment
- Voluntary Employee Life & Accidental Death and Dismemberment
- Voluntary Spousal Life
- Voluntary Dependent Life
- Hospital Indemnity, Accident and Critical Illness
- Commuter/Transit Account
- Healthcare Flexible Spending Account
- Dependent Care Flexible Spending Account
- Health Savings Account
- 401(k) with employer match
- Employer-Paid Employee Assistance Program (EAP)
United Site Services is an equal opportunity employer. In accordance with applicable law, we prohibit discrimination against any applicant or employee based on any legally-recognized basis, including, but not limited to: race, color, religion, sex (including pregnancy, lactation, childbirth or related medical conditions), sexual orientation , gender identity , age (40 and over), national origin or ancestry, citizenship status, physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed servicemember status or any other status protected by federal, state or local law. Our commitment to equal opportunity employment applies to all persons involved in our operations and prohibits unlawful discrimination by any employee, including supervisors and co-workers.