Event Logistics and Finance Coordinator

Job Overview

The Event Logistics and Finance Coordinator is responsible for planning, logistics coordination, and financial management for B3.8 training and event opportunities, ranging from 1-day workshops and speaking events to multi-year programs with specific week-long immersions. This role will additionally provide holistic support to the team, including project management, budgeting, coordinating across business units, and managing events.

The Event Logistics and Finance Coordinator collaborates with internal and external stakeholders to ensure successful program outcomes. This includes effective planning to support the execution of all training and events, providing 11-star experiences, and alignment with other B3.8 initiatives company-wide.

Job Responsibilities & Duties 

Program Coordination & Execution (45%)

• Coordinate logistical details for events, workshops, and training opportunities.
• Develop comprehensive project timelines, logistics, and planning documents for coordinating project team members.
• Coordinate invoicing and logistics for on-sites within the BPro professional training program, collaborating with the instructor team
• Manage participant registrations, communications, and general inquiries.
• Oversee contractor and vendor coordination for workshops and training events.
• Track and manage production timelines and ensure deadlines are met for workshop deliverables.
• Find and vet venues and locations for workshop and event offerings.

Financial & Contract Management (40%)

• Track invoices and manage payments for vendors, contractors, and program participants for both public and private/client workshops.
• Communicate billing details to participants, collaborators, vendors, and contractors, including sending reminders for outstanding invoices.
• Manage training and event budgets in Microsoft Excel and QBO, ensuring expenses stay within program budgets.
• Closely track Accounts Receivable and Accounts Payable for the department, ensuring accurate information is consistently provided to the COO for cash flow forecasting.
• Improve and refine internal financial processes and workflows to ensure efficiency.
• Utilize Microsoft Office and QBO for financial tracking and reporting.
• Work closely with leadership to build program budgets and support financial sustainability.
• Regularly update program budget actuals to maintain visibility of budget-to-actuals reports.
• Consistently follow receipt submission and approval workflows, including providing the correct expense categorization details.
• Ensure workshop close-out procedures are finalized, budgets reconciled, and marketing assets compiled.
• Keep track of scholarships, deposits, and discounts at a program level.
• Inform the accounting team of any unbudgeted incidentals or unexpected costs immediately.

Outreach (10%)

• Develop content for event web pages, newsletters, and pipeline strategies.
• Cultivate partnerships and collaborations to enhance program visibility.
• Create marketing and promotion plans to maximize event participation and/or registration.

Process Improvement (5%)

• Identify and implement process improvements to enhance efficiency.
• Coordinate with leadership and instructors to establish adaptable, sustainable training and event models.
• Prepare and present project reports highlighting key achievements and areas for improvement.