Event Coordinator

Event Coordinator

Department: Marketing

Reports To: Marketing Manager

Location: Houston, TX (Onsite)

Employment Type: Full-Time

With over 18 years of experience, Hays Electrical Services is a nationally recognized electrical contractor delivering high-quality, safe, and reliable electrical solutions across commercial, industrial, and specialty markets. Licensed in multiple states and trusted by leading general contractors, Hays is built on a foundation of safety, excellence, drive, communication, and client focus.

Our mission is simple: to make ourselves indispensable to our customers. We achieve this by investing in our people, continuously improving our processes, and delivering results that set the standard in the electrical contracting industry.

Position Summary

The Event Coordinator is an execution-focused role responsible for supporting marketing event planning, client outreach, and relationship-building initiatives that strengthen Hays Electrical Services’ connections with clients, partners, and the broader industry. This position plays a critical role in coordinating client-facing events, outreach campaigns, and touchpoints that elevate the client experience and support brand visibility across commercial, industrial, and specialty markets.

This role is hands-on and coordination-driven, with a strong emphasis on event logistics, client communication, relationship support, and cross-departmental collaboration. While the Event Coordinator does not own overall marketing strategy, they are essential in bringing client-facing initiatives to life through disciplined execution, professionalism, and consistent adherence to brand standards.

Key Responsibilities

Client & Event Outreach

• Coordinate logistics for client events, trade shows, conferences, and sponsorship activations, including scheduling, vendor coordination, and on-site support.

• Serve as a primary point of contact for client outreach on upcoming events, ensuring timely invitations, RSVP tracking, and follow-up communication.

• Support planning and execution of client appreciation events, industry association functions, and community outreach initiatives.

• Maintain and update client and partner contact lists to keep outreach data accurate and current.

Marketing & Communications Support

• Draft, edit, and schedule client-facing communications, invitations, and event promotions under brand standards.

• Support creation of event collateral, signage, and promotional materials through Canva, Adobe, or similar platforms.

• Partner with the Marketing team to align event outreach with broader brand and campaign initiatives.

Administrative & Organizational Support

• Maintain and organize event files, client outreach records, and shared marketing platforms (SharePoint/OneDrive).

• Manage event request forms, budgets, and SOP workflows to ensure timely tracking and execution.

• Provide administrative support for client-facing marketing projects and executive-level outreach.

Relationship & Follow-Up

• Track client engagement and event participation, ensuring timely thank-you communications and follow-up touchpoints.

• Monitor client feedback and event outcomes to identify opportunities to improve outreach and experience.

• Support post-event reporting, including attendance tracking and ROI metrics for leadership.

Key Performance Indicators (KPIs)

• Maintain accurate, organized, up-to-date client and event records — outreach lists, RSVPs, follow-ups — with no backlog or loss of information

• Ensure all event logistics, client communications, and deliverables are tracked and completed on time without follow-up required

• Maintain clear, proactive, consistent communication across departments and with clients to support alignment on event initiatives

• Keep all event calendars, outreach platforms, and communication channels current, accurate, and actively managed

• Execute all client-facing deliverables with a high level of accuracy, professionalism, and brand alignment

• Identify opportunities to improve client experience, event execution, and outreach processes

Qualifications & Skills

• High school diploma required; 1–3 years of experience in client relations, event coordination, marketing, or a related field

• Strong written and verbal communication skills with attention to detail

• Experience coordinating events, client outreach, or hospitality-related logistics

• Proficiency in Microsoft Office (Outlook, Teams, Excel, Word)

• Highly organized with strong time management skills; able to manage multiple priorities and meet deadlines in a fast-paced environment

• Detail-oriented with a strong focus on quality, accuracy, and consistency across client-facing deliverables

• Clear, professional communicator able to build relationships across departments, clients, and levels of leadership

• Adaptable and proactive, with the ability to anticipate client needs and take initiative

• Able to execute with speed while maintaining accuracy and professionalism

• Willingness to travel locally and occasionally work evenings/weekends for events

Preferred

• Experience in construction, engineering, or a related industry

• Familiarity with Canva, Adobe Creative Suite, or similar design tools

• Experience with SharePoint, OneDrive, or event/CRM tracking systems

• Exposure to marketing analytics tools and event ROI reporting

Why Join Hays Electrical Services?

At Hays Electrical Services, you’re joining a team that values professionalism, accountability, and growth. As part of our Marketing and Client Experience team, you’ll play a hands-on role in building the relationships and experiences that support our clients and our continued success.