Account Coordinator/ Community Outreach Coordinator

Job Title: Account Coordinator/ Community Outreach Coordinator

Reports to: Senior Director Account Services

Schedule: M-F 8:30 am-5:30 pm

Purpose and Scope:

The Account Coordinator / Community Outreach Coordinator is responsible for supporting client account management while planning, coordinating, and executing the company's participation in large-scale events, trade shows, community activations, and promotional experiences across the state. This role serves as a key operational liaison between internal teams, vendors, venues, clients, and community partners to ensure all account deliverables and engagement initiatives are delivered professionally, on time, and within budget.

In addition to event execution, this position provides high-level administrative, logistical, and project coordination support while managing multiple priorities in a fast-paced environment. The Account Coordinator / Community Outreach Coordinator exercises independent judgment and discretion in supporting client accounts, managing event operations, building relationships with community stakeholders, coordinating resources, resolving issues in real time, and supporting business objectives through strategic account service and community engagement.

Essential Functions - Account Coordination:

Support day-to-day account management for assigned clients, ensuring deliverables, timelines, and expectations are met.Maintain organized event records, calendars, contracts, invoices, and project files for client accounts.Assist account leadership with status updates, client communications, and coordination of internal resources across social media, web development, and design teams.Prepare post-event reports, budget summaries, and operational analyses to support account planning and client decision-making.Track expenses, budgets, and documentation related to client accounts and event deliverables.

Event Planning & Community Engagement

May coordinate the planning and execution of trade shows, sponsorships, promotional events, and community activations throughout the state.May manage event timelines, vendor communications, staffing coordination, travel arrangements, and on-site logistics.Serve as the primary on-site coordinator, resolving operational issues and ensuring successful event execution.Build and maintain relationships with community partners, sponsors, and stakeholders to support long-term engagement.

Production & Logistics

Coordinate the production, shipment, setup, breakdown, and inventory management of event materials and branded assets. Ensure promotional materials, displays, and event equipment are prepared, organized, and delivered on schedule.Maintain operational efficiency and quality standards throughout all event activities.

Administrative Support

Provide administrative support related to scheduling, budgeting, documentation, expense tracking, and operational reporting.Maintain organized event records, calendars, contracts, invoices, and project files.Assist leadership with operational coordination and special projects as needed.

Content Development

Support the development and coordination of event-related promotional materials, presentations, and marketing content. Collaborate with internal teams to ensure brand consistency across event and account messaging and materials.Organize event photos, recaps, and supporting materials for internal and external use.

Client & Partner Interaction

Serve as a professional point of contact for clients, vendors, sponsors, venues, and event and community partners.Maintain proactive communication regarding account status, event logistics, updates, and deliverables.Support positive client and partner experiences through responsive service and professional representation of the company.

Project Management

Manage multiple projects, client accounts, and deadlines simultaneously while maintaining strong attention to detail and organization.Coordinate cross-functional resources to ensure projects remain on schedule and aligned with company and client objectives.Monitor project progress and communicate updates to leadership, clients, and stakeholders.

Research, Compliance & Reporting

Research venues, vendors, pricing, event opportunities, and industry trends to support operational and account planning.Ensure compliance with venue requirements, permits, insurance documentation, and company procedures.Prepare post-event reports, budget summaries, and operational analyses to support future planning and decision-making.

Qualifications:

Bachelor’s degree in Event Management, Marketing, Communications, Business Administration, or related field preferred. 1-3 years of event coordination, project management, marketing support, or operational experience preferred. Bilingual (English/Spanish) preferred.Experience coordinating large-scale events, trade shows, or promotional activations strongly preferred. Strong organizational, multitasking, and time management skills. Ability to work independently and exercise sound judgment in dynamic environments. Excellent written and verbal communication skills. Proficiency in Google Workspace, project management tools, and event coordination software. Valid driver’s license and ability to travel regularly throughout the state.

Competencies:

Project and time management Communication and client service Problem-solving and decision-making Attention to detail and organizational planningAdaptability, flexibility, and professionalism under pressureInitiative and accountability

Work Schedule & Travel Expectations:

Ability to travel frequently across the state of Florida and work extended hours during event periods. Ability to lift, carry, move, and set up event materials and equipment up to 25 pounds. Anything greater requires additional assistance. Ability to stand and walk for extended periods during events. Ability to work evenings, weekends, and overnight travel schedules as needed.

This position requires flexibility in scheduling to support client events, activations, trade shows, and agency functions. Evening and weekend work, including overnight and out-of-town travel, may be required based on event schedules and client needs.

Team members are expected to accurately record all hours worked in accordance with agency timekeeping procedures and applicable wage-and-hour laws.

Physical Demands / Work Environmental Conditions

This position is required to be in the office on a hybrid basis. The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully in the office:

Sitting: Frequent sitting is required for extended periods.Hand/Finger Use: Constant computer keyboard and mouse use.Vision: Prolonged periods of close vision work on a computer monitor.Communication: Ability to effectively communicate with colleagues, clients, and vendors both verbally and in writing.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer: Evok is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or protected veteran status, and will not be discriminated against on the basis of disability.

Other Duties:

Due to the nature of event operations, this position requires flexibility in scheduling and availability outside of standard business hours. Time worked during events, including evenings and weekends, is expected to be managed in accordance with business needs and the responsibilities of an exempt position.

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.