About This Role
Coordinating client-facing events, outreach campaigns, and touchpoints that elevate the client experience and support brand visibility is the core of this role. The Event Coordinator supports marketing event planning, client outreach, and relationship-building initiatives that strengthen connections with clients, partners, and the broader industry. This hands-on, coordination-driven position emphasizes event logistics, client communication, relationship support, and cross-departmental collaboration.
Responsibilities
- Coordinate logistics for client events, trade shows, conferences, and sponsorship activations, including scheduling, vendor coordination, and on-site support
- Serve as a primary point of contact for client outreach on upcoming events, ensuring timely invitations, RSVP tracking, and follow-up communication
- Support planning and execution of client appreciation events, industry association functions, and community outreach initiatives
- Maintain and update client and partner contact lists to keep outreach data accurate and current
- Draft, edit, and schedule client-facing communications, invitations, and event promotions under brand standards
- Support creation of event collateral, signage, and promotional materials through Canva, Adobe, or similar platforms
- Partner with the Marketing team to align event outreach with broader brand and campaign initiatives
- Maintain and organize event files, client outreach records, and shared marketing platforms (SharePoint/OneDrive)
- Manage event request forms, budgets, and SOP workflows to ensure timely tracking and execution
- Provide administrative support for client-facing marketing projects and executive-level outreach
- Track client engagement and event participation, ensuring timely thank-you communications and follow-up touchpoints
- Monitor client feedback and event outcomes to identify opportunities to improve outreach and experience
- Support post-event reporting, including attendance tracking and ROI metrics for leadership
- Maintain accurate, organized, up-to-date client and event records (outreach lists, RSVPs, follow-ups) with no backlog or loss of information
- Ensure all event logistics, client communications, and deliverables are tracked and completed on time without follow-up required
- Maintain clear, proactive, consistent communication across departments and with clients to support alignment on event initiatives
- Keep all event calendars, outreach platforms, and communication channels current, accurate, and actively managed
- Execute all client-facing deliverables with a high level of accuracy, professionalism, and brand alignment
- Identify opportunities to improve client experience, event execution, and outreach processes
Requirements
- High school diploma required
- 1
-3 years of experience in client relations, event coordination, marketing, or a related field
- Strong written and verbal communication skills with attention to detail
- Experience coordinating events, client outreach, or hospitality-related logistics
- Proficiency in Microsoft Office (Outlook, Teams, Excel, Word)
- Highly organized with strong time management skills; able to manage multiple priorities and meet deadlines in a fast-paced environment
- Detail-oriented with a strong focus on quality, accuracy, and consistency across client-facing deliverables
- Clear, professional communicator able to build relationships across departments, clients, and levels of leadership
- Adaptable and proactive, with the ability to anticipate client needs and take initiative
- Able to execute with speed while maintaining accuracy and professionalism
- Willingness to travel locally and occasionally work evenings/weekends for events
Nice to have:
- Experience in construction, engineering, or a related industry
- Familiarity with Canva, Adobe Creative Suite, or similar design tools
- Experience with SharePoint, OneDrive, or event/CRM tracking systems
- Exposure to marketing analytics tools and event ROI reporting
About the Company
Hays Electrical Services is a nationally recognized electrical contractor with over 18 years of experience, delivering high-quality, safe, and reliable electrical solutions across commercial, industrial, and specialty markets. Licensed in multiple states and trusted by leading general contractors, the company is built on a foundation of safety, excellence, drive, communication, and client focus. Its mission is to make itself indispensable to customers by investing in its people, continuously improving processes, and delivering results that set the standard in the electrical contracting industry.
