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Event Coordinator – Impact XM

Company Name: Impact XM
: Dayton, NJ
Type: Full Time

Job Description:

Impact XM develops solutions for virtual and live events. We are looking for a Event Coordinator to join our team. Coordinates arrangements for group meetings and conventions by performing the following duties personally or through subordinate team members.


  • Serves as liaison between suppliers and organization staff in arranging meetings, events, training sessions, and conference and trade show hospitality suites.
  • Researches, evaluates, negotiates with, establishes, and maintains relationships with preferred vendors.
  • Coordinates proposals, estimated cost models, budgets, tracks budget statistics, and prepares management reports for individual events, as well as monthly tracking of annual program spend.
  • Maintains meeting schedules, materials and services for multiple meetings/convention needs for recurring client.
  • Coordinates registration and payment procedures, promotional advertising and mailings, invitations, and corporate sponsorship activities.
  • Consults with representatives of client group or organization to plan meeting and/or convention details such as number of persons expected, housing requirements, meeting space desired, food service schedule and payment arrangements.
  • Communicates with Convention Management, Housing Bureaus, Hotels and other entities to secure and manage multi-room “housing blocks” of sleeping rooms and registration/badge needs, as well as meeting spaces and support services (Food & Beverage, AV, etc.) during convention activities.
  • Plans the scope of the conference activities, including time(s), location(s), and cost(s).
  • Notifies Client representatives, as well as internal department personnel of arrangements made, and of upcoming key dates.
  • Reports on attendee and housing status to client on regular basis.
  • Maintains changes to client requests, requesting changes in plan as needed.
  • Maintains communications to attendees, in the form of electronic (email) communications, as well as Convention Information documents (for attendees) and Final Housing and Registration Reports (for clients.)
  • Oversees on-site delivery of housing, registration, badging delivery for client group at a convention.
  • Coordinates and manages payment process for housing blocks, including creation of Master Billing with hotels, payments using Impact credit cards and/or working with client for direct client payment.
  • Travels on site as needed.
  • Acts as liaison between the meeting facility and the planners who work for associations, businesses, and governments.
  • Inspects rooms and displays for conformance to needs and desires of group.
  • Arranges publicity, special functions, adjusts complaints, and performs other duties to promote goodwill.
  • Records financial information in Impact XM systems in a clear and timely manner.
  • Reviews/reconciles event bills and credit card statements; approves payment.


  • Bachelor’s degree (B.A. or B.S.) from four-year college or university; and 2+ years’ similar experience successfully executing projects and programs and/or training; or equivalent combination of education and experience.
  • Must be passionate about working with people and be customer-centric.
  • Experience in the event marketing or a creative solutions based agency.
  • Thrives in an entrepreneurial and independent environment.
  • Embodies flexibility, open-mindedness and receptivity.
  • Actively works out solutions.
  • Identifies something valuable in being part of a team and ability to effectively collaborate.
  • Effective communication skills are required: including the ability to make effective presentations; prepare written documentation including proposals, quotations and letters; maintain accurate and complete client and project files.
  • Must be able to develop excellent rapport with existing and prospective clients.
  • Must have a good “business sense”.
  • Exhibit the ability to multi-task, sell, and operate under severe time constraints and immovable deadlines. Good organization, detail and follow-up skills are required.
  • Proficient using Microsoft office programs.
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