What is a Site Coordinator?

A Site Coordinator is the person who plans and coordinates events for organizations, businesses and schools. They are responsible for things like vetting and hiring vendors, building public awareness and budgeting costs for events. A Site Coordinator who works at a school also plans academic activities, such as lessons and in-school events.

Site Coordinator is a management position. Site Coordinators typically earn a Bachelor’s degree in public relations, marketing or business administration before they enter the job market. Industries that employ Site Coordinators include nonprofits, academia, public relations firms and advertising agencies, among others. Those who want to work in schools typically end up earning their Master’s degree in educational administration.

 

Site Coordinator Duties and Responsibilities

A Site Coordinator performs a wide range of duties in their quest to ensure an event goes off without a hitch. They have to manage employees, resources and event attendees, which takes a high-energy people person. Site coordinators must also be highly organized and have a keen attention to detail. We analyzed several Site Coordinator job descriptions to identify the following main duties and responsibilities.

Create Event Budget

One of the most important duties of a Site Coordinator is creating and adhering to the budget for an event. Creating and keeping track of a budget takes competency in financial analysis. It also requires great organizational skills and proficiency with spreadsheets. Creating a budget often  involves collaborating with the accounting department.

Source Vendors

Site Coordinators have to identify and source all of the vendors necessary for an event. This can include catering, entertainment and security.

Negotiate Contracts

A Site Coordinator must have excellent negotiation skills. They are responsible for negotiating the contracts of vendors and subcontractors, which is a vital process for staying on budget. This responsibility takes above-average communication skills, particularly in the arts of negotiation and persuasion.

Manage Employees and Contractors

The role of Site Coordinator is a management position. They are the supervisor of a given event, which means they are in control of all employees and subcontractors working on said event. This is the part of the job when things can be hectic, so a successful Site Coordinator has to be a multitasker who thrives in a fast-paced environment.

Promote and Manage Event

The Site Coordinator is also responsible for the attendee experience. They collaborate with the marketing department to create and implement promotion strategies. They are also on-site during the event to manage attendee concerns.

 

Site Coordinator Skills

A good Site Coordinator is first and foremost a people person. Whether it be managing employees or negotiating with vendors, Site Coordinators spend most of their time communicating with others. Site Coordinators also have to be team players, as a few of their core duties involve cooperating with other departments. In addition to these qualities, a Site Coordinator needs the following combination of hard and soft skills to succeed.

Core Skills: Based on our analysis of several job descriptions, employers desire Site Coordinators with the following core skills.

  • Ability to thrive in a fast-paced environment
  • Comfort speaking in front of groups
  • Ability to work as part of a team
  • Ability to create a budget
  • Organizational skills
  • Written and verbal communication skills
  • Negotiation skills

Advanced Skills: The following skills were not listed as requirements by any employers, but were still included as skills possessed by their ideal candidate.

  • Conflict management skills
  • Project management skills
  • Leadership skills

Tools of the Trade: Even though the role of Site Coordinator is not very technical, there are still tools they use on a daily basis. These include:

  • Spreadsheet software, such as Microsoft Excel
  • Project Management software, such as Asana
  • Customer Relationship Management software, such as Salesforce

 

Site Coordinator Salary

According to online sources, the average salary for a site coordinator is $34,000. Those on the bottom end of the scale make $20,000 a year. These are typically recent graduates or part-time workers. Those at the top end of the scale make $46,000 or more. These Site Coordinators typically have years of experience and more supervisory responsibilities.

 

Site Coordinator Resources

Do you think the role of Site Coordinator sounds like a good fit for you? Check out our list of resources below to continue your exploration.

On the Web

BizBash.com – BizBash is an excellent resource for anyone in charge of planning corporate events. It covers industry trends, conference ideas and tips for every step of the process. This site also has a built-in search engine for locating venues.

Conferences That Work - Conferences That Work is the culmination of 25 years of event industry experience by the site’s creator, Adrian Segar. It contains posts and other resources regarding everything a Site Coordinator goes through during the event planning process.

Connect Magazine – This is the digital version of the print publication Connect magazine. It is regularly updated with features regarding the event industry, and it also contains webinars and other valuable digital resources.

Industry Groups

Event Service Professionals Association - The ESPA was founded by William H. Just in 1988. Although it is a general association for event professionals, the ESPA has many Site Coordinators among its membership.

Books

The Event Marketing Handbook: Beyond Logistics and Planning – Written by Allison Saget, this book covers the monetization side of a Site Coordinator’s job. It is an excellent read for learning how to get real results out of your strategies.

Special Events: A New Generation and the Next Frontier – Written by Joe Goldblatt, this book covers everything an aspiring Site Coordinator needs to know about planning an event. This 6th edition includes updates for incorporating green and sustainable planning.

 

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