Event Project Coordinator
Quilt Software is a company that supports local businesses by providing SaaS solutions. They are seeking an Event Project Manager to coordinate 20+ annual events across multiple brands, ensuring smooth execution through effective project management and cross-functional collaboration.
Responsibilities
- Support the creation of project plans for all 20+ attended tradeshows
- Maintain timelines, milestones, and task dependencies across multiple concurrent events
- Update and organize Monday.com boards for each event
- Monitor progress, flag risks early, and share regular updates with the events Coordinator
- Ensure all teams are aligned on deliverables, deadlines, and ownership
- Coordinate with the Creative team 2+ weeks in advance for all event-related design needs
- Own creative briefs, ensuring all requests are properly scoped, approved, and scheduled before work begins
- Act as the bridge between Events and Creative to prevent last-minute requests and workflow bottlenecks
- Track creative deliverables and ensure timelines align with production, printing, and shipping needs
- Serve as the connective tissue between Events, Creative, Sales, Customer Success, Marketing Ops, and Finance
- Work with vertical leaders across 9 participating Quilt brands to gather event requirements and inputs
- Coordinate with Sales teams and Operations on booth staffing, lead capture processes, and on-site workflows
- Partner with Customer Marketing to support client meetings and relationship-building at events
- Assist with post-event debriefs by capturing notes, summarizing outcomes, and organizing follow-up tasks
- Assist with ordering print collateral, signage, brochures, and booth materials
- Track booth assets and maintain accurate inventory records
- Request and organize vendor quotes for booth shipping, printed materials, and event services
- Coordinate logistics timelines with vendors and internal stakeholders
- Support preparation of supplies, swag, and materials for upcoming events
- Support event budget tracking by logging expenses and maintaining organized documentation
- Assist with invoice processing, vendor payments, and reconciliation tasks
- Prepare budget summaries and spend reports for internal review
- Support operational planning beyond logistics, including hurdle documentation and coordination with Finance
- Identify and recommend cost-saving opportunities and process efficiencies
- Document, maintain, and improve SOPs for repeatable event workflows
- Build templates and checklists for different event types (tradeshows, conferences, regional events)
- Identify opportunities to improve event planning processes and cross-team handoffs as programs scale
Skills
- 1–3 years of experience in project coordination, event operations, or a similar role
- Strong interpersonal and written communication skills
- Experience using project management tools (Monday.com, Asana, ClickUp, HubSpot PM, or similar)
- Ability to create realistic timelines and manage task dependencies
- Highly organized with strong prioritization skills and attention to detail
- Comfortable managing logistics, vendors, quotes, invoices, and asset tracking
- Ability to work hybrid from our Provo, Utah office (2 days in-office, 3 days remote)
- You enjoy bringing order to complexity and coordinating many moving parts
- Experience supporting tradeshows or events in a multi-brand or high-volume environment
- Familiarity with creative workflows, shipping coordination, or print production
- Experience working in a SaaS or retail-tech ecosystem
- Knowledge of retail, craft, or specialty merchant industries
Benefits
- Comprehensive medical, dental, and vision benefits
- Paid professional development opportunities
- Paid time off and 401(k) program
- Flexible hybrid work arrangement (2 days in-office, 3 days remote)
Company Overview