Overview

Spectrum Events has an immediate opening for a full-time Vendor & Staff Coordinator within our Golf Division. The Coordinator’s daily activities support both Department Management and our clients. This position will provide onsite event support as well as in-office administration to ensure smooth vendor relations, staffing, and event execution.

This role pays an hourly rate of $20.00-$24.50

Benefits for Full-Time roles: Health, Dental and Vision Insurance, 401(k) Savings Plan, 401(k) matching, and Paid Time Off (vacation days, sick days, and 11 holidays)

This position will remain open until December 19, 2025.

Responsibilities

Primary Duties and Responsibilities

This is a full-time position; hours may vary depending upon event schedules. Evening, weekend, and holiday work may be required. Travel is expected up to 25%, depending on the seasonal schedule.

Key responsibilities include but are not limited to:

• Secure vendors, negotiate pricing when applicable, complete required paperwork, and reconcile invoices/payments at event close.
• Coordinate and recruit Non-Profit Organizations for concession operations, including reconciliation of payments upon event completion.
• Coordinate and secure hospitality staffing agencies; build schedules, assign responsibilities, and reconcile event timesheets.
• Assist with onsite event management, including staffing oversight and vendor coordination.
• Ensure all deadlines are met for staff timesheet reporting and vendor reconciliation.
• Manage ordering of general office and event supplies.
• Solicit quotes from various vendors (e.g., staffing, transportation, catering).
• Coordinate packing and shipping of supplies needed onsite.
• Produce communication materials such as detailed event schedules, concession overviews, and staffing assignments.
• Prepare vendor materials and instructions for onsite buildout crews.
• Generate proformas (projected vs. actual) and maintain accurate event cost tracking.

Qualifications

Qualifications & Skills

• 1-2 years of experience in event coordination, vendor management, hospitality staffing, or related field; experience in golf events or tournaments is a plus.
• Strong organizational skills with the ability to manage multiple vendors, staffing schedules, and event deadlines simultaneously.
• Excellent communication and interpersonal skills; comfortable working with vendors, staff, nonprofit groups, and clients.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with workforce scheduling software is a plus.
• Problem-solving skills and the ability to work effectively in fast-paced, high-pressure event environments.
• Strong attention to detail with a focus on accuracy in reporting and reconciliation.
• Team player with the flexibility to adapt to changing priorities.

Working Conditions and Environment

• Ability to lift and carry items up to 50 lbs. during event setup and breakdown.
• Work schedule flexibility, including evenings, weekends, and holidays as required by golf events.
• Travel approximately 25% of the time, depending on seasonal schedule.
• Ability to work outdoors in varying weather conditions during golf events.