Event Coordinator

Marketing Reports To: Marketing Manager Location: Houston, TX (Onsite) Employment Type: Full-Time With over 18 years of experience, Hays Electrical Services is a nationally recognized electrical contractor delivering high-quality, safe, and reliable electrical solutions across commercial, industrial, and specialty markets.

The Event Coordinator is an execution-focused role responsible for supporting marketing event planning, client outreach, and relationship-building initiatives that strengthen Hays Electrical Services’ connections with clients, partners, and the broader industry. This position plays a critical role in coordinating client-facing events, outreach campaigns, and touchpoints that elevate the client experience and support brand visibility across commercial, industrial, and specialty markets. This role is hands-on and coordination-driven, with a strong emphasis on event logistics, client communication, relationship support, and cross-departmental collaboration. While the Event Coordinator does not own overall marketing strategy, they are essential in bringing client-facing initiatives to life through disciplined execution, professionalism, and consistent adherence to brand standards.

About hayselectricalservices

• Licensed in multiple states and trusted by leading general contractors, Hays is built on a foundation of safety, excellence, drive, communication, and client focus.
• to make ourselves indispensable to our customers.
• We achieve this by investing in our people, continuously improving our processes, and delivering results that set the standard in the electrical contracting industry.
• As part of our Marketing and Client Experience team, you’ll play a hands-on role in building the relationships and experiences that support our clients and our continued success.

Responsibilities

• Client & Event Outreach Coordinate logistics for client events, trade shows, conferences, and sponsorship activations, including scheduling, vendor coordination, and on-site support.
• Serve as a primary point of contact for client outreach on upcoming events, ensuring timely invitations, RSVP tracking, and follow-up communication.
• Support planning and execution of client appreciation events, industry association functions, and community outreach initiatives.
• Maintain and update client and partner contact lists to keep outreach data accurate and current.
• Marketing & Communications Support Draft, edit, and schedule client-facing communications, invitations, and event promotions under brand standards.
• Support creation of event collateral, signage, and promotional materials through Canva, Adobe, or similar platforms.
• Partner with the Marketing team to align event outreach with broader brand and campaign initiatives.
• & Organizational Support Maintain and organize event files, client outreach records, and shared marketing platforms (SharePoint/OneDrive).
• Manage event request forms, budgets, and SOP workflows to ensure timely tracking and execution.
• Provide administrative support for client-facing marketing projects and executive-level outreach.
• Relationship & Follow-Up Track client engagement and event participation, ensuring timely thank-you communications and follow-up touchpoints.
• Monitor client feedback and event outcomes to identify opportunities to improve outreach and experience.
• Support post-event reporting, including attendance tracking and ROI metrics for leadership.
• Key Performance Indicators (KPIs) Maintain accurate, organized, up-to-date client and event records — outreach lists, RSVPs, follow-ups — with no backlog or loss of information
• Ensure all event logistics, client communications, and deliverables are tracked and completed on time without follow-up required
• Maintain clear, proactive, consistent communication across departments and with clients to support alignment on event initiatives
• Keep all event calendars, outreach platforms, and communication channels current, accurate, and actively managed
• Execute all client-facing deliverables with a high level of accuracy, professionalism, and brand alignment
• Identify opportunities to improve client experience, event execution, and outreach processes

Requirements

• & Skills High school diploma required; 1–3 years of experience in client relations, event coordination, marketing, or a related field
• Strong written and verbal communication skills with attention to detail Experience coordinating events, client outreach, or hospitality-related logistics
• Proficiency in Microsoft Office (Outlook, Teams, Excel, Word) Highly organized with strong time management skills; able to manage multiple priorities and meet deadlines in a fast-paced environment Detail-oriented with a strong focus on quality, accuracy, and consistency across client-facing deliverables
• Clear, professional communicator able to build relationships across departments, clients, and levels of leadership
• Adaptable and proactive, with the ability to anticipate client needs and take initiative
• Able to execute with speed while maintaining accuracy and professionalism
• Willingness to travel locally and occasionally work evenings/weekends for events

Preferred

Experience in construction, engineering, or a related industry

• Familiarity with Canva, Adobe Creative Suite, or similar design tools Experience with SharePoint, OneDrive, or event/CRM tracking systems
• Exposure to marketing analytics tools and event ROI reporting
• Why Join Hays Electrical Services?
• At Hays Electrical Services, you’re joining a team that values professionalism, accountability, and growth.