Event Project Coordinator
Quilt Software is a company providing software solutions for local retailers and specialty merchants. They are seeking an Event Project Manager to coordinate over 20 annual events across multiple SaaS brands, ensuring smooth execution and collaboration among various teams.
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