Project Coordinator

Description

The Project/Logistics Coordinator provides administrative, project-management, and logistical support for in-person and virtual federal government conferences, meetings, trainings, workshops, and the development of materials. The position works closely with Senior Conference Planners, Meeting Planners, Project Managers, Writer/Editors, government clients, attendees, speakers, and vendors to ensure planning activities and deliverables are accurately tracked and completed.  

Key Responsibilities 

• Support the planning and execution of in-person, virtual, and hybrid government meetings and events. 
• Maintain project schedules, meeting calendars, action-item trackers, attendee lists, contact databases, and planning files. 
• Coordinate meeting invitations, registration communications, confirmations, reminders, and logistical correspondence. 
• Monitor registration activity and prepare registration, attendance, and demographic reports as requested. 
• Assist with government-sponsored traveler coordination, including collection of traveler information and supporting documentation. 
• Coordinate hotel rooming lists, transportation manifests, participant itineraries, and other logistical records. 
• Assist with venue research, vendor research, requests for quotes, and comparison of meeting-related services. 
• Coordinate shipment, inventory, assembly, and distribution of meeting materials, supplies, signage, badges, and equipment. 
• Support speaker and presenter coordination, including collecting biographies, presentations, release forms, and audiovisual requirements. 
• Assist with accessibility, security, and special accommodation tracking. 
• Prepare meeting materials, agendas, briefing books, name badges, tent cards, signage, and other event collateral.
• Liaise with writer/editors, graphic designers, and speakers to track materials through production.
• Participate in internal and client planning calls; prepare agendas, meeting notes, action items, and follow-up documentation. 
• Provide onsite support, including registration, attendee assistance, speaker support, room monitoring, materials management, and logistical troubleshooting. 
• Support virtual meetings by managing invitations, participant lists, technical checks, materials, and meeting-platform logistics. 
• Maintain complete and accurate electronic project files and documentation. 
• Assist with invoice tracking, expense documentation, meeting reconciliation, and post-event reporting. 

Requirements

• Associate’s or bachelor’s degree in hospitality, event management, business administration, communications, or a related field preferred; equivalent relevant experience may be considered. 
• Minimum 2–4 years of meeting, conference, project, or logistics coordination experience, including prior experience supporting meetings or events for federal government agencies or other government clients. 
• Experience supporting registration, attendee communications, travel logistics, hotels, vendors, meeting materials, or onsite conference operations. 
• Familiarity with government meeting environments, GSA per diem rates, federal travel procedures, and accessibility requirements preferred. 
• Excellent organizational, administrative, customer-service, and communication skills. 
• Strong attention to detail and ability to manage multiple assignments and deadlines. 
• Proficiency with Microsoft Office and familiarity with registration and virtual-meeting platforms. Familiarity with Smartsheet preferred.