About ALN Apartment Data
ALN Apartment Data is a leading provider of multifamily market research, data, and business intelligence. Our clients include apartment owners, operators, investors, developers, appraisers, suppliers, and other professionals who rely on accurate property, market, and contact data to make better business decisions.
Industry events are a major part of how ALN builds relationships, supports Sales, strengthens our brand, and stays visible in the multifamily space. We attend, sponsor, exhibit, and speak at trade shows, conferences, business exchanges, networking events, market trends events, and association programs across the country.
We are looking for an experienced Event Coordinator to own the planning, logistics, execution, tracking, and business impact of ALN’s events.
Position Summary
The Event Coordinator is responsible for managing ALN’s trade shows, conferences, sponsorships, speaking engagements, business exchanges, and other industry events from start to finish.
This is not just a calendar management role. The right person will manage deadlines, budgets, travel, exhibitor logistics, vendor communication, CRM records, booth materials, lead attribution, and internal coordination across Marketing, Sales, Accounting, leadership, outside associations, venues, and event vendors.
A strong candidate will be highly organized, detail-oriented, calm under pressure, comfortable working with leadership, and able to manage several events at different stages at the same time.
Key Responsibilities
Event Strategy and Planning
- Research, evaluate, and recommend trade shows, conferences, business exchanges, sponsorships, speaking opportunities, and networking events
- Maintain a master calendar of approved, tentative, declined, and completed events
- Track deadlines, deliverables, registration dates, exhibitor kit releases, sponsorship requirements, hotel blocks, and decision points
- Maintain historical notes on event performance, costs, attendance, lead volume, staff feedback, and future recommendations
- Help leadership understand which events are worth repeating, expanding, reducing, or declining
Trade Show and Exhibitor Management
- Manage booth registration, booth selection, exhibitor kits, required submissions, badges, sponsorship deliverables, and event platform profiles
- Coordinate with associations, venues, general service contractors, decorators, electrical vendors, registration vendors, hotels, and other outside partners
- Order booth services such as flooring, furniture, electrical, internet, AV, and shipping when needed
- Confirm what is included with each booth package before ordering additional services
- Track booth numbers, floorplans, move-in and move-out schedules, exhibitor deadlines, and onsite contact information
- Ensure booth materials, signage, collateral, giveaways, business cards, and other supplies are prepared and delivered on time
Travel and Staff Logistics
- Coordinate flights, hotels, ground transportation, rooming lists, itineraries, and event details for attending staff
- Manage hotel blocks, deposits, cancellations, confirmation numbers, and room adjustments
- Distribute clear travel and event packets to employees before each event
- Confirm registration details, badge access, special event access, and attendee instructions
- Troubleshoot travel or onsite issues quickly and professionally
Budgeting and Financial Tracking
- Track all available event costs
- Review contracts, invoices, deposits, receipts, and final costs
- Coordinate with Accounting on payments, approvals, and reconciliations
- Maintain accurate cost records in CRM
- Support post-event ROI reporting and future budget decisions
CRM, Lead Management, and Reporting
- Maintain accurate CRM records for each event
- Associate costs, attendees, exhibitors, notes, and leads with the correct event record
- Coordinate business card lead entry, lead attribution, and post-event data cleanup
- Support post-event summaries, surveys, debriefs, and performance reviews
- Ensure event history is documented so future planning is based on records, not memory
Marketing and Brand Support
- Work closely with Marketing to support pre-event promotions, social media needs, post-event follow-up, and event-related campaigns
- Ensure ALN’s booth, signage, slides, collateral, business cards, and giveaway materials are consistent with brand standards
- Monitor inventory of promotional items, printed materials, booth supplies, and shipping materials
- Coordinate shipment of supplies to remote sales team members when needed
- Identify damaged, outdated, or inconsistent materials before they reach customers
Administrative and Process Ownership
- Maintain organized records of vendors, contacts, contracts, portals, deadlines, event platforms, and recurring processes
- Build and maintain internal reference materials for association contacts, venue details, hotel contacts, exhibitor systems, and event requirements
- Improve checklists, templates, filing systems, and repeatable workflows over time
- Support internal employee milestone tasks and other Marketing department administrative needs when assigned
- Keep leadership and team members informed with clear updates, reminders, and follow-through
Tools and Systems
Experience with every tool is not required, but the right candidate should be comfortable learning and working across multiple systems.
This role may use:
- Microsoft Dynamics 365
- Microsoft Office 365, including Outlook, Teams, Excel, Word, PowerPoint, and SharePoint
- Canva
- Event platforms such as Whova, MapYourShow, Spargo, Freeman, exhibitor portals, registration systems, and association websites
Qualifications
- 3 to 7 years of experience in event coordination, field marketing, marketing operations, trade show coordination, sales support, or a related role
- Experience coordinating B2B events, trade shows, conferences, sponsorships, or field marketing programs
- Strong organizational skills and the ability to manage multiple events, deadlines, and details at once
- Comfortable working with Marketing, Sales, Accounting, leadership, vendors, and outside partners
- Strong written and verbal communication skills
- High attention to detail, especially with dates, registrations, invoices, travel details, and CRM records
- Ability to work independently, ask good questions, and follow through without constant supervision
- Comfortable making recommendations and flagging potential problems early
- Proficiency with Microsoft Office, especially Outlook, Excel, Word, PowerPoint, and Teams
- CRM experience preferred, Microsoft Dynamics 365 experience is a plus
- Experience with apartment associations, multifamily real estate, trade shows, or B2B sales environments is a plus
What Makes Someone Successful in This Role
The best person for this job will be the kind of person who notices the missing detail before it becomes a problem.
You should be comfortable managing the practical side of events, such as badges, carpet, electric, hotel confirmations, invoices, shipping, and booth supplies, while also understanding the bigger business reason behind the work. Events at ALN are not just appearances. They support Sales, client relationships, lead generation, market visibility, and long-term brand credibility.
This role is a good fit for someone who is organized, persistent, resourceful, and steady when plans change.
Schedule and Travel
This is a full-time, in-person position based in our Carrollton, Texas office. Occasional travel may be required for industry events, onsite planning, trade show support, or event execution. Some events may require early morning, evening, or occasional weekend support depending on event schedules.
Compensation
$55,000 to $70,000 annually, depending on experience.
Job Type: Full-time
Pay: $55,000.00 - $70,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
Experience:
- Events management: 3 years (Preferred)
Ability to Commute:
- Carrollton, TX 75006 (Required)
Work Location: In person
