Event Coordinator

Summary Description

The Event Coordinator is responsible for planning, promoting, and executing dealership events to drive customer engagement, build community relationships, and enhance brand awareness. This role involves coordinating logistics, managing marketing efforts, and ensuring seamless event operations while upholding a commitment to superior customer service. The position supports multiple dealership locations and requires strong organizational, communication, and leadership skills.

Key Responsibilities:

Event Planning & Execution

• Plan, coordinate, and execute on-site and off-site events that attract and engage customers.

• Obtain required permits and certifications, including SERV, TIP-Safe, and those necessary for raffles, food service, tent setups, and music.

• Research and secure event venues, vendors, and necessary equipment.

• Conduct site visits and gather event information to ensure high-quality production.

• Order supplies, signage, promotional materials, and audio-visual equipment.

• Develop event layouts, timelines, and action plans for successful execution.

• Monitor and coordinate event logistics, ensuring smooth operation and adherence to compliance standards.

• Manage event set up, break down, and on-site production, ensuring safety protocols are met.

• Track and report event performance, including attendance, customer engagement, and return on investment (ROI) using Planning & Scoring worksheets.

Marketing & Promotion

• Assist in creating and executing phone call campaigns to increase event awareness.

• Assist in developing and launching social media campaigns and content to drive attendance.

• Assist in creating and managing website landing pages to encourage event participation and track effectiveness.

• Distribute promotional materials and explore new ways to market dealership events.

• Stay informed about local events, industry trends, and competitor marketing strategies.

• Work with dealership managers to develop promotions that drive foot traffic.

Customer & Vendor Engagement

• Greet customers warmly and provide superior customer service.

• Act as a liaison between the dealership and vendors, ensuring positive relationships and successful partnerships.

• Handle telephone and in-person inquiries courteously and efficiently.

• Assist in training staff on customer engagement best practices and social media techniques.

• Collaborate with the Harley Owners Groups at all events where chapter volunteers are assisting our dealerships.

Budget & Performance Management

• Assist in managing the marketing budget for events, ensuring cost-effectiveness and impact.

• Monitor promotional efforts and adjust strategies if goals are not met.

• Prepare reports on event planning, execution, and ROI to assess effectiveness.

Additional Responsibilities

• Maintain dealership event history and manage event-related photography.

• Ensure all dealership events align with brand identity and customer experience goals.

• Perform other duties as assigned by the management staff.

Physical Demands & Working Conditions

• Occasional bending, stooping, crouching, reaching, and lifting up to 30 lbs.
• Requires prolonged sitting and frequent standing.
• Manual dexterity sufficient to operate a keyboard and other office equipment.
• Ability to work in a sometimes noisy, fast-paced, and dynamic environment.
• Exposure to outdoor conditions and dealership environments, including possible exposure to gasoline, cleaning materials, and exhaust fumes.

Commitments

• Treat all employees, customers, and vendors with fairness, courtesy, and respect.
• Represent the dealership professionally and uphold its core values.
• Demonstrate an active interest in growing the dealership’s business.
• Be prompt, flexible, and available for scheduling based on event needs.
• Exhibit honesty, integrity, and a positive attitude in all business dealings.

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This job description outlines the primary responsibilities and requirements for the Event Coordinator role. Duties may be modified as necessary to align with business objectives and operational needs.

Qualifications & Job Requirements

• Minimum of 2 years of experience in event planning, marketing, or customer engagement.

• Excellent negotiation, communication, and interpersonal skills.

• Strong writing, proofreading, and public speaking skills.

• Highly organized and detail-oriented with the ability to multitask and prioritize.

• Ability to work under pressure and meet deadlines in a fast-paced environment.

• Proficiency in Microsoft Word, Excel, Photoshop or Canva, Hootsuite and other relevant marketing software.

• Knowledge of social media marketing and digital promotional strategies.

• Ability to work flexible hours, including evenings and weekends as required for events.