Events Administration Coordinator at FIRST in Remote

Summary: FIRST is a leading global brand experience agency serving clients across various industries. The Events Administration Coordinator supports the operational, financial, and administrative functions of an embedded events team, ensuring smooth execution of vendor onboarding, invoice management, and event logistics. Responsibilities: - Coordinate or assist with vendor onboarding and maintenance across systems (i.e. KY3P, Ariba, Spend Management) - Manage documentation, contracts, and approvals through approved systems - Process and track invoices, ensuring timely submission, issue resolution, and compliance with client processes - Reconcile event-related payments and support month-end accruals and reconciliations - Assist in tracking budget spend and preparing basic reports or summaries for leadership review - Liaise with Accounts Payable and Project Accounting teams to ensure timely vendor payments and accurate coding - Support with monthly expense reconciliation, if applicable to the dedicated account - Assist with event-related purchasing, payments, and expense tracking to ensure compliance with client and company standards - Respond to daily inquiries from internal teams and external vendors with professionalism and accuracy - Support employee onboarding within the event team, including preparation of welcome documents and training coordination, as required - Assist with system access management, internal requests, and process documentation updates - Maintain team databases, trackers, and shared resources to ensure version control and information accuracy - Coordinate team engagement initiatives (e.g., milestone tracking, celebrations, and team events) Required Qualifications: - 1-3 years of relevant experience - Bachelor's Degree preferred - Proficient with Microsoft Office applications such as Excel and PowerPoint - Highly organized with excellent time management skills to handle multiple tasks simultaneously, meet strict deadlines, and maintain attention to detail - Highly motivated, able to work independently and exhibit strong work ethic - Ability to establish relationships and maintain a positive rapport with colleagues, clients, vendors and suppliers - Excellent oral and written communication skills - Creative problem solver, resourceful, and a team player - Ability to manage multiple projects simultaneously, prioritize workloads and maintain attention to detail - Calm and flexible approach to handling the pressure and stress of ever-changing demands - Ambitious, proactive and flexible when dealing with ever-changing situations - Demonstrated ability to collaborate with colleagues at all levels Required Skills: Vendor onboarding, Invoice management, Budget tracking Important Skills: Microsoft Office Benefits: Medical, Dental & Vision which includes the option of a high-deductible health plan (HDHP) with a health savings account (HSA), 401 (k), Five Flexible Spending Accounts Options, Generous Paid Time Off Allowance, Employee Assistance Program (EAP), Life, Disability & Pet Coverages, Wellness Stipend, Mobile Phone Allowance, Complimentary access to Headspace, Teladoc, Maven, Rocket Lawyer, Mobilo & more, Aura Identity Theft Protection, Discretionary Bonus Structure, Global Opportunities: With a presence in 7 countries worldwide, including headquarters in London, New York, and Singapore, you may have the opportunity to work on exciting projects across different locations.