Mid Level Special Events Coordinator Jobs
Mid level special events coordinator jobs call for professionals ready to own projects end to end, coordinate vendors and stakeholders without close supervision, and take measurable accountability for event outcomes. Openings cover Hospitality & Tourism, Media & Entertainment, and Healthcare & Medical Services, with employers like Live Nation, PlayStudios, and Prisma Health competing for experienced coordinators at this level now.
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Summary
The ideal candidate: Provide and design all décor arrangements, including linen, music and landscaping rentals as used by the resort in public areas, outlets and banquet facilities. To promote the sale of décor for individual guests, primarily group business and to write proposals. Develop relationships and bring business in from off property locations and planners. Handle Activities and tours as well as coordinate for the client on property our offerings.
- book entertainment
- participate in site visits
- Respond to RFP’s in a timely manner
Essential Functions
Job duties include, although are not limited to:
Regular attendance in conformance with the standards, which may be established by owners from time to time, is essential to the successful performance of this position.
To provide, design and service décor products for the Resort and off site locations. Local accounts and its clients / guests while meeting their highest expectations and creating an additional profit center for the Resort.
Production installation crews and floral designers. Also to orchestrate and oversee the installation & removal of vendors subcontracted decor & entertainment. Oversees day to day duties of the social assistant.
Average percent of Time
60 % Meeting with Clients and writing proposals..
20 % On installations, overseeing, personal deliveries.
10 % Coordinating with Floral and production execution of events.
10 % Attend department meetings for review of events and coordination.
In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the company.
Internal Relationships
Reports to Dir of Sales/Operations for Boca By Design. Production installation crews and floral designers. Also to orchestrate and oversee the installation & removal of vendors subcontracted decor & entertainment. Oversees day to day duties of the social assistant
External Relationships
Has regular contact with Clients on and off property, vendors, members and guests.
Qualifications
- Meet with clients both in-house and off site.
- DMC sales experience
- Self-motivated, strong work ethic and ambition
- High level of organizational and time management ability
- Ensure all proposals are at recommended profit margins.
- Keep up to date with new trends and services.
- Contact clients timely for proposals and edits.
- Promote BBD designed events.
- Cost, write and price proposals for themed events.
- Send and Insure client’s receipt of proposals timely.
- Follow up with clients and vendors about proposed items, to insure clear and concise understanding of proposals.
- Alert and involve Production, Floral and Production Installation Crews, of proposed items on a timely basis.
- Follow up with Internal and External Departments concerning proposed dates, times and details of events (i.e.: Convention or Catering Manager, AV, Banquets, Set Up, etc.).
- Follow up with Purchasing Agent and Vendors concerned with specific product needed for proposals.
- Insure that Proposed Items are available and ready for installation of the event, including: Custom Art Work, Specialty Items (linens, chairs, scenery, props, etc.)
- Insure that client has responded and committed to proposed items in a timely fashion to facilitate all departments to prepare for the event, without incurring extra ordinary labor or material costs and expenses.
- Lead the installation of events to insure proposal and client’s vision is delivered.
- Insure that all hired decor and talent are on site and ready for event start time.
- Follow up with client, to insure satisfaction and success of event within 24 business hours of the event.
- Assist, when needed, in production departments to insure proposed items are ready and available for events.
- Assist other sales managers when needed, with events when they are over scheduled.
- Forecast and Secure future business and develop future business leads.
- Assist Catering, Convention and Hotel Sales Department Managers in Promoting Boca By Design and the Hotel for prospective clients.
- Develop mailings, marketing material, outside solicitation, phone sales to grow new business.
- Follow up with billing inquiries or questions with both client and business manager in a prompt and professional manner.
- Promote and Inspire Creativity with all staff in the production and sales divisions.
- Instruct and Promote safe and appropriate work standards for all staff.
- Perform other related duties as assigned or requested by supervisors/managers.
- -upsell
- -book entertainment
- -participate in site visits to promote the resort and BBD services
- -Respond to RFP’s in a timely manner
Education/Experience Requirements
- College Degree Required.
- Minimum Three years working knowledge of the décor design business operations and flowers. Two years’ experience in sales for special events. Knowledge of DMC, event management or hotel service business, selling of décor, proposal writing and services.
- The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.
- Excellent communication and guest relation skills.
- Knowledge of program design and development, fron inception through contract
- Knowledge of hotel service business, selling of décor, proposal writing and services.
- Knowledge of client development including new business development, lead follow up, qualifying the client, proposal presentation and closing business.
- Must be able to effectively present information and respond to questions from clients, supplier partners, and hoteliers.
- Must be able to calculate program costs, percentages, profit margins, and perform other mathematical requirements involved in proposal development and contract negotiation.
Physical Requirements
Personal Protective Equipment (PPE) may be required when performing work duties that may have the potential of risk to your health or safety. The hotel will provide the required PPE. Team members will be trained in the proper use and care of any assigned PPE. It is your responsibility to report defective, damaged or lost PPE, or equipment that does not fit properly, to your Manager.
Must be able to sit, stand, stoop or bend for duration of shift (at least eight hours).
Personal computer, calculator, copy machine, telephones, walkie-talkies, facsimile, cellular phone. Computer Literate.
All employees must maintain a neat, clean and well-groomed appearance. Specific uniform guidelines and/or required articles of clothing will be explained to you as a part of the orientation process.
In the United States we are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing
Summary
The ideal candidate: Provide and design all décor arrangements, including linen, music and landscaping rentals as used by the resort in public areas, outlets and banquet facilities. To promote the sale of décor for individual guests, primarily group business and to write proposals. Develop relationships and bring business in from off property locations and planners. Handle Activities and tours as well as coordinate for the client on property our offerings.
- book entertainment
- participate in site visits
- Respond to RFP’s in a timely manner
Essential Functions
Job duties include, although are not limited to:
Regular attendance in conformance with the standards, which may be established by owners from time to time, is essential to the successful performance of this position.
To provide, design and service décor products for the Resort and off site locations. Local accounts and its clients / guests while meeting their highest expectations and creating an additional profit center for the Resort.
Production installation crews and floral designers. Also to orchestrate and oversee the installation & removal of vendors subcontracted decor & entertainment. Oversees day to day duties of the social assistant.
Average percent of Time
60 % Meeting with Clients and writing proposals..
20 % On installations, overseeing, personal deliveries.
10 % Coordinating with Floral and production execution of events.
10 % Attend department meetings for review of events and coordination.
In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the company.
Internal Relationships
Reports to Dir of Sales/Operations for Boca By Design. Production installation crews and floral designers. Also to orchestrate and oversee the installation & removal of vendors subcontracted decor & entertainment. Oversees day to day duties of the social assistant
External Relationships
Has regular contact with Clients on and off property, vendors, members and guests.
Qualifications
- Meet with clients both in-house and off site.
- DMC sales experience
- Self-motivated, strong work ethic and ambition
- High level of organizational and time management ability
- Ensure all proposals are at recommended profit margins.
- Keep up to date with new trends and services.
- Contact clients timely for proposals and edits.
- Promote BBD designed events.
- Cost, write and price proposals for themed events.
- Send and Insure client’s receipt of proposals timely.
- Follow up with clients and vendors about proposed items, to insure clear and concise understanding of proposals.
- Alert and involve Production, Floral and Production Installation Crews, of proposed items on a timely basis.
- Follow up with Internal and External Departments concerning proposed dates, times and details of events (i.e.: Convention or Catering Manager, AV, Banquets, Set Up, etc.).
- Follow up with Purchasing Agent and Vendors concerned with specific product needed for proposals.
- Insure that Proposed Items are available and ready for installation of the event, including: Custom Art Work, Specialty Items (linens, chairs, scenery, props, etc.)
- Insure that client has responded and committed to proposed items in a timely fashion to facilitate all departments to prepare for the event, without incurring extra ordinary labor or material costs and expenses.
- Lead the installation of events to insure proposal and client’s vision is delivered.
- Insure that all hired decor and talent are on site and ready for event start time.
- Follow up with client, to insure satisfaction and success of event within 24 business hours of the event.
- Assist, when needed, in production departments to insure proposed items are ready and available for events.
- Assist other sales managers when needed, with events when they are over scheduled.
- Forecast and Secure future business and develop future business leads.
- Assist Catering, Convention and Hotel Sales Department Managers in Promoting Boca By Design and the Hotel for prospective clients.
- Develop mailings, marketing material, outside solicitation, phone sales to grow new business.
- Follow up with billing inquiries or questions with both client and business manager in a prompt and professional manner.
- Promote and Inspire Creativity with all staff in the production and sales divisions.
- Instruct and Promote safe and appropriate work standards for all staff.
- Perform other related duties as assigned or requested by supervisors/managers.
- -upsell
- -book entertainment
- -participate in site visits to promote the resort and BBD services
- -Respond to RFP’s in a timely manner
Education/Experience Requirements
- College Degree Required.
- Minimum Three years working knowledge of the décor design business operations and flowers. Two years’ experience in sales for special events. Knowledge of DMC, event management or hotel service business, selling of décor, proposal writing and services.
- The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.
- Excellent communication and guest relation skills.
- Knowledge of program design and development, fron inception through contract
- Knowledge of hotel service business, selling of décor, proposal writing and services.
- Knowledge of client development including new business development, lead follow up, qualifying the client, proposal presentation and closing business.
- Must be able to effectively present information and respond to questions from clients, supplier partners, and hoteliers.
- Must be able to calculate program costs, percentages, profit margins, and perform other mathematical requirements involved in proposal development and contract negotiation.
Physical Requirements
Personal Protective Equipment (PPE) may be required when performing work duties that may have the potential of risk to your health or safety. The hotel will provide the required PPE. Team members will be trained in the proper use and care of any assigned PPE. It is your responsibility to report defective, damaged or lost PPE, or equipment that does not fit properly, to your Manager.
Must be able to sit, stand, stoop or bend for duration of shift (at least eight hours).
Personal computer, calculator, copy machine, telephones, walkie-talkies, facsimile, cellular phone. Computer Literate.
All employees must maintain a neat, clean and well-groomed appearance. Specific uniform guidelines and/or required articles of clothing will be explained to you as a part of the orientation process.
In the United States we are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing
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Mid Level Special Events Coordinator Jobs: Frequently Asked Questions
How do I get a mid level special events coordinator job?
Position your experience around ownership, not just participation. Highlight events you managed independently, budgets you controlled, and logistics you resolved under pressure. Tailor your resume to show scope, such as event size, vendor count, or cross-functional coordination. Mid level hiring managers want to see that you can run a project from planning through execution with minimal direction.
Which companies hire mid level special events coordinators?
Companies hiring mid level special events coordinators right now include Live Nation, PlayStudios, and Prisma Health, based on current listings on Migrate Mate as of November 2026. At this level, hiring tends to come from corporations managing internal events, hospitality and venue groups, nonprofits, and agencies that need coordinators who can lead projects rather than support them.
Are there remote mid level special events coordinator jobs?
Yes, though the role is largely on-site by nature. About 25% of mid level special events coordinator openings are remote or hybrid as of November 2026, typically covering pre-event planning, vendor communication, and administrative coordination. Fully remote positions are most common with agencies or organizations that outsource on-site execution to local partners.
How do I move up to a mid level special events coordinator role?
The move from entry level to mid level comes from accumulating independent ownership over time. Seek out assignments where you manage a full event rather than supporting one, build relationships with vendors directly, and document measurable outcomes like attendance, budget adherence, or client satisfaction. Demonstrating that you can run a project without close oversight is what signals readiness for mid level responsibility.
Which industries hire the most mid level special events coordinators?
Mid Level special events coordinator roles concentrate in Hospitality & Tourism, Media & Entertainment, and Healthcare & Medical Services, based on current listings on Migrate Mate as of November 2026. These sectors tend to generate recurring, high-stakes events such as conferences, product launches, fundraisers, and corporate meetings that require coordinators with enough experience to manage complexity and stakeholder expectations independently.