Events Administration Coordinator

Overview

The Events Administration Coordinator role at First supports operational, financial, and administrative functions for an embedded events team. This role bridges event delivery with financial coordination while assisting day-to-day logistics.

Vendor & Financial Administration

Key responsibilities include vendor onboarding, invoice management, payment tracking, and financial reconciliations.

• Assist with vendor onboarding using KY3P, Ariba, Spend Management.
• Process and track invoices ensuring compliance with client processes.
• Reconcile event-related payments and support monthly reconciliations.
• Coordinate with Accounts Payable and Project Accounting teams.
• Support expense tracking and budget reporting.

Operational & Administrative Support

Provide daily support to internal teams and external vendors, maintain team databases and manage administrative documentation.

• Respond to inquiries from teams and vendors promptly.
• Assist with employee onboarding and training coordination.
• Update process documentation and manage system access.
• Coordinate team initiatives such as engagement and milestone tracking.

Role Requirements

Candidates should have 1-3 years of relevant experience, a preferred Bachelor’s degree, and proficiency in Microsoft Office. The role demands strong organizational, communication and multitasking skills along with a proactive, resourceful attitude.

Benefits & Compensation

Benefits include comprehensive health plans, 401(k), generous paid time off, wellness stipends, and global opportunities. The base pay ranges from $45,000 to $48,000 for United States residents.

Key skills/competency

• vendor onboarding
• invoice management
• payment tracking
• financial reconciliation
• administrative support
• Microsoft Office
• communication
• multitasking
• team coordination
• compliance