Event Coordinator

Company Description

Atlas Print Solutions, is a full-service print production and design services agency with over 25 years of industry experience. Known for our exceptional customer service and expertise, we work with High-end Luxury Brands, Event Spaces, Major Retail Brands, Creative Agencies and Event Planners to bring their visions to life. Our dedicated in-house creative project managers and innovative solutions team, combined with our advanced production and installation capabilities, guarantee exceptional quality and environmentally sustainable graphic solutions.

Role Overview

The Event Coordinator is a foundational role within the Events Division, responsible for the operational, systems, and administrative backbone that enables high-touch luxury event execution at scale.

This role is not an execution-only or entry-level support position. It is an operations-focused role designed to ensure consistency, accuracy, and efficiency across all event programs, allowing Event Project Managers and senior leadership to focus on execution quality and client experience.

The Event Coordinator will own systems hygiene, vendor infrastructure, billing workflows, and reporting, and will play a critical role in scaling the division to support additional clients.

Core Responsibilities

Operations & Systems Ownership

· Maintain project hygiene and task accuracy within   (project management + CRM)

· Own vendor database structure, accuracy, and status tracking

· Enforce standardized workflows, templates, and naming conventions across all projects

· Support SOP adherence across the Events Division

Vendor Research & Infrastructure

· Source, research, and onboard vendors in new and existing markets

· Maintain vendor profiles, pricing notes, availability, and performance history

· Support vendor outreach workflows and documentation (RFP prep, tracking, follow-ups)

Billing, Data & Financial Support

· Manage billing intake, documentation, and internal tracking

· Support payment tracking and reconciliation in coordination with accounting

· Maintain accurate financial records related to events and vendors

· Ensure timely and complete data entry across systems

File & Documentation Management

· Maintain organized file structures in Google Drive

· Manage production documentation, install images, invoices, and receipts in FileMaker

· Support preparation of monthly and quarterly recaps

Reporting & Continuous Improvement

· Assist with recurring reporting and recap preparation

· Identify operational gaps or inefficiencies and propose improvements

· Support system improvements as the division scales

Tools & Systems

The Event Coordinator will work across the following tools and must be comfortable learning and enforcing systems:

·   (project management & CRM)

· Google Drive

· FileMaker

· QuickBooks (coordination with accounting)

· Microsoft Office Suite

· Google Suite

· Canva

Qualifications & Experience Required

· 2–4 years of experience in operations, event coordination, project coordination, or similar roles

· Proficient in or similar CRM platform

· Strong organizational and process-oriented mindset

-Demonstrated success in client facing roles, with exceptional interpersonal and communication skills

· High attention to detail and accuracy

· Comfort managing multiple projects and deadlines simultaneously

· Proficiency in Microsoft Office and Google Workspace

Preferred Experience

· Experience in luxury, retail, experiential marketing, or events

· Experience with   or similar project management tools

· Familiarity with vendor sourcing, billing workflows, or operations support

· Comfort working in fast-paced, high-expectation environments

Pay

$65,000.00 - $75,000.00 per year

Benefits

• Dental insurance
• Health insurance
• Paid time off