SUMMARY
The Event Services Coordinator I (ESC I) is an entry-level role responsible for gathering, entering, and maintaining the information required to provide temporary utility services for trade shows, conventions, productions, and special events. The ESC I will support event planning, exhibitor services, onsite customer service, and post‑show reconciliation. This position may independently manage small ballroom events and trade shows under 50 booths.
ESSENTIAL DUTIES & RESPONSIBILITIESCustomer Service & Communication
· Provide consistent, forward-facing customer service to exhibitors, clients, colleagues, and facility personnel.
· Respond professionally and promptly to inquiries, ensuring clear communication and timely follow-ups.
· Support exhibitors onsite at the service desk, processing new and revised orders, and answering questions.
Event File & Data Management
· Create and maintain event files in TEAMS and File Explorer.
· Gather and save Boomer forms, floor plans, schedules, and related documents.
· Update event hours and details in Edlen’s Event Management Program (EMP).
· Import exhibitor lists, floorplans, and schedules into EMP; update exhibitor information.
· Maintain data integrity across EMP, Boomer, and proprietary ordering systems.
Order Processing & Exhibitor Services
· Enter and process utility orders received via Boomer merge.
· Run required reports (Boomer Issues, Order Issues, Floor Plan Attachments).
· Review exhibitor orders and request additional information as needed.
· Mark utility orders to floor plans and update as required.
· Create exhibitor work orders once all required information is received.
Onsite Event Support
· Provide onsite customer service at the exhibitor service desk.
· Distribute “no order on file” notices and final invoices.
· Prepare exhibitor booth checks (utilization audits) for electricians; enter audit results.
· Enter completed exhibitor work orders and make corrections following event audits.
Post‑Show Reconciliation
· Prepare work orders and onsite paperwork for scanning and archiving.
· Ensure all documentation meets Edlen’s internal controls, audit standards, and record retention requirements.
Safety & Compliance
· Maintain awareness of safety and risk management requirements.
· Identify hazards and report irregularities to management.
· Follow all OSHA, venue, and Edlen safety protocols.
Other Responsibilities
· May travel to assist other branches based on operational needs.
· Perform other duties as assigned.
QUALIFICATIONSEducation & Experience
· High school diploma or GED required.
· One year of related experience preferred; equivalent combinations considered.
Customer Service
· Ability to provide exceptional service in fast paced, deadline‑driven environments.
· Commitment to Edlen’s service standards.
Communication Skills
· Ability to read and interpret procedural guides and software documentation.
· Skilled in composing professional correspondence and reports.
Mathematical Skills
· Ability to perform calculations using whole numbers, fractions, and decimals.
Analytical & Reasoning Ability
· Strong judgment and problem-solving skills.
· Ability to follow written, verbal, and diagram-based instructions.
· Capable of managing multiple variables within standardized processes.
Technical & Organizational Skills
· Proficient in Microsoft Word, Excel, Outlook, TEAMS, and File Explorer.
· Ability to learn EMP, Boomer, and proprietary ordering systems.
· Detail oriented, organized, and effective in dynamic environments.
PHYSICAL REQUIREMENTS
· Ability to sit or stand for extended periods and walk show floors.
· Occasional lifting up to 25 pounds using safe techniques.
· Ability to work in locations with varying temperatures depending on the venue.
SCHEDULING & AVAILABILITY
· Ability to work early in the mornings, evenings, weekends, and holidays based on event schedules.
· Schedules may change with limited notice.
· Reliable transportation is required.
Equal Employment Opportunity (EEOC)
Edlen is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, veteran status, or any other protected characteristic under applicable federal, state, or local laws.
Americans with Disabilities Act (ADA)
Edlen will provide reasonable accommodation to qualified individuals with disabilities to enable them to perform the essential functions of this position.
At‑Will Employment Statement
Employment with Edlen is at‑will. Nothing in this job description constitutes a contract of employment, and Edlen reserves the right to modify job duties or descriptions at any time with or without notice.
Compensation Transparency Statement
Compensation is determined based on experience, qualifications, internal equity, and market conditions. Additional compensation details may be provided in accordance with state or local posting requirements.
Job Description Disclaimer
This job description is not intended to cover every duty or responsibility of the position. Duties, responsibilities, and activities may change at any time with or without notice.
Pay: From $23.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
