Events Coordinator

Company Description

At KPFF Consulting Engineers, we are more than an engineering design firm. For over 65 years, we have delivered innovative, sustainable solutions that shape communities and solve complex infrastructure challenges. Today, more than 1,500 professionals across 36 offices nationwide contribute to our success through a culture built on collaboration, growth, and shared ownership.

As a decentralized organization, KPFF invests heavily in bringing employees together through leadership programs, retreats, summits, conferences, and other firmwide events. These experiences play a vital role in strengthening relationships, developing leaders, sharing knowledge, and maintaining the connections that make KPFF unique.

We are seeking an Events Coordinator to support the planning and execution of these programs and experiences, helping create meaningful opportunities for employees and leaders to learn, collaborate, and connect across the firm.

What You’ll Do

Events & Program Coordination

• Support coordination and execution of corporate meetings, leadership programs, retreats, conferences, and internal events
• Coordinate event logistics including venue communication, room blocks, catering, transportation, audiovisual needs, and attendee support
• Manage attendee communications, confirmations, schedules, travel details, and event logistics
• Maintain event calendars, tracking spreadsheets, planning timelines, and organizational documents
• Coordinate hotel accommodations and travel arrangements related to meetings and events
• Support on-site event execution and day-of coordination activities
• Track invoices, receipts, expenses, and post-event follow-up items
• Assist with setup of meeting materials, name tags, signage, printed collateral, and event resources
• Help support a positive and organized attendee experience throughout events and programs

Communication & Administrative Support

• Draft and distribute agendas, logistics documents, reminders, confirmations, and event communications
• Coordinate scheduling and meeting logistics with internal stakeholders, vendors, and office administrators
• Maintain organized planning files, event documentation, and shared resources
• Support presentation preparation and coordination of meeting materials
• Assist with ongoing updates to planning documents, attendee lists, and event records

Vendor & Team Coordination

• Build and maintain positive working relationships with hotels, venues, caterers, and external vendors
• Partner with internal planning teams and office administrators to coordinate event details
• Support collaboration across multiple offices and teams throughout the planning process
• Assist with maintaining organized event processes and coordination workflows

Who We’re Looking For

• 3+ years of experience in event coordination, hospitality, executive support, administrative support, project coordination, or related experience
• Strong organizational skills with exceptional attention to detail and follow-through
• Ability to manage multiple projects, deadlines, and priorities simultaneously
• Ability to work independently, prioritize tasks, and manage responsibilities with minimal oversight
• A proactive mindset with strong initiative and the ability to anticipate needs before they arise
• Excellent written and verbal communication skills
• Strong interpersonal skills with a collaborative and service-oriented mindset
• Experience supporting meetings, conferences, retreats, or company events preferred
• Proficiency with Microsoft Office Suite, Outlook, Excel, Teams, and virtual meeting platforms
• Ability to adapt quickly and stay organized in fast-paced or changing environments
• Professionalism when interacting with employees, vendors, and event attendees
• Interest or experience in photography, presentation support, graphic design, or visual event materials is a plus
• Ability and willingness to travel approximately 4-6 times per year in support of company meetings, conferences, and events

What Makes You Successful in This Role

• Strong organizational skills with the ability to keep projects, timelines, and event details moving forward effectively\
• Exceptional attention to detail and consistent follow-through
• A proactive and resourceful approach to problem-solving and event support
• Adaptability and the ability to remain calm in fast-paced or changing environments
• A collaborative, service-oriented mindset with a willingness to support others where needed
• Comfort working behind the scenes to help meetings, programs, and events run smoothly
• Dependability and accountability in managing assigned responsibilities
• An interest in creating organized, welcoming, and positive experiences for attendees and internal teams

Physical & Work Environment

• This role may be performed remotely or from a KPFF office and includes a combination of desk-based coordination work and on-site event support.
• You must be willing and able to travel periodically in support of company meetings, conferences, retreats, and internal programs.
• During event execution and peak planning periods, you may spend extended periods standing, walking, moving between meeting spaces, and supporting event setup and coordination activities.
• You may occasionally lift, carry, and transport event materials, supplies, signage, boxes, or equipment up to 25 pounds.
• You must be comfortable working in fast-paced environments while managing multiple priorities and responding to changing event needs in real time.
• You may regularly navigate hotels, conference venues, airports, and large meeting environments during multi-day events.
• This role requires the ability to use a computer and standard office equipment for extended periods of time.

Why KPFF

KPFF is a collaborative, people-centered organization that values connection, curiosity, and long-term growth. In this role, you will support meaningful programs and events that help bring together employees and leaders from across the firm while contributing to a highly collaborative team environment.

If you enjoy organizing details, supporting people, and helping create thoughtful and well-executed experiences, we’d love to hear from you.

Benefits and Compensation

We believe that supporting our people goes beyond the work itself. That’s why we offer a flexible, comprehensive benefits package designed to help you thrive both personally and professionally.

Benefits include:

• 401(k) retirement savings plan with employer contribution
• Medical insurance
• Dental insurance
• Vision insurance
• Health Savings Account (HSA) with employer contribution
• Healthcare and Dependent Care Flexible Spending Accounts (FSA)
• Life insurance
• KPFF Paid Family Leave
• Short-term and Long-term disability insurance
• Paid Holidays (including two Floating Holidays)
• Paid Time Off (vacation, sick, jury duty)

Compensation & Recognition

We provide a competitive base salary that reflects your skills and experience. For candidates with at least 3 years of relevant experience, the typical range is $31.25- $36.05. In addition, we reward both individual and team achievements with performance-based bonuses.

Work Authorization

This position is not eligible for visa sponsorship. Candidates must be authorized to work in the United States without sponsorship now or in the future.

#LI-AG1

KPFF Consulting Engineers participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

KPFF Consulting Engineers is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, creed, ethnicity, national origin, religion, marital status, sex/gender (including sexual orientation or gender identity), pregnancy, veteran status, citizenship status, physical or mental disability, or any other protected basis.