The Tech Grove Event Coordinator is responsible for coordinating day-to-day facility operations and ensuring all scheduled events are executed smoothly and professionally. This position manages event scheduling and prepared according to client requirements. This position also conducts pre-event walkthroughs with customers to verify that technical and A/V systems are functioning properly and meet event needs. This role involves a high level of comfort and professionalism when working with military and government customers.
Responsibilities
Facility & Event Operations
Manage the facility's event calendar and oversee scheduling logistics.
Coordinate event bookings, ensuring proper documentation and confirmation of customer requirements.
Maintain awareness of upcoming events and proactively prepare facility spaces accordingly.
Ensure facility readiness for meetings, trainings, and special events.
Customer Service & Communication
Monitor and respond to facility email communications in a timely and professional manner.
Field incoming phone calls and provide accurate information regarding event availability, policies, and services.
Serve as a primary point of contact for clients regarding event planning, facility use, and setup needs.
Event Setup & Execution
Ensure rooms and event spaces are arranged according to customer specifications, including seating layout, tables, signage, parking reservations, and equipment.
Coordinate with staff/vendors as needed to support event setup and breakdown.
Confirm all facility resources (keys, access, supplies, equipment) are available prior to event start time.
Technical & A/V Support Oversight
Conduct walkthroughs with customers prior to events to verify setup meets expectations.
Ensure A/V equipment, presentation systems, microphones, and other technical tools are functional.
Troubleshoot or coordinate troubleshooting of technical issues as needed to ensure event success.
Facility Monitoring & Standards
Maintain a clean, organized, and professional facility environment.
Ensure safety protocols and facility procedures are followed.
Identify facility issues (maintenance needs, equipment concerns, supply shortages) and report or coordinate resolution.
Other duties as assigned.
Requirements
Bachelor's or Master's degree and 2+ years of relevant experience or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6) .
Demonstrated ability to coordinate multiple projects simultaneously, ensuring timelines, milestones, and deliverables are tracked and met.
Experience supporting program or project managers with planning, execution, and monitoring activities across the project lifecycle.
Strong organizational skills with experience maintaining project documentation, schedules, action items, and status reports.
Ability to facilitate communication across cross-functional teams, ensuring alignment between stakeholders, leadership, and project teams.
Experience preparing briefing materials, reports, and dashboards to support leadership visibility and decision-making.
Working knowledge of basic A/V equipment and event technology and basic troubleshooting knowledge for A/V and technical systems.
The most successful candidates may possess the following qualities:
Familiarity with budget tracking, resource coordination, and vendor support activities within a project environment.
Proven ability to identify risks, track issues, and support mitigation efforts to keep projects on schedule.
Experience coordinating meetings, workshops, or training sessions, including logistics, scheduling, and follow-up actions.
Strong attention to detail with the ability to ensure compliance with organizational processes, policies, and reporting requirements.
Special Instructions to the Applicants:
This role may require access to secure facilities or classified information. Selected candidate must meet all federal security requirements, which may include obtaining a U.S. Government security clearance.
This is a Contract and Grant (C&G) funded position. Employment is subject to availability of funding and may cease at the time fundi
Additional Information
Central Florida Tech Grove:
The Central Florida Tech Grove is a nationally recognized hub for defense innovation, connecting the Department of War with industry, academia, and entrepreneurs. Located within Orlando's world-class modeling and simulation ecosystem, Tech Grove accelerates technology transition through collaboration, challenge-based programs, and startup engagement. It serves as both a physical space and virtual platform for solving mission-critical defense challenges. The Grove plays a key role in expanding the defense industrial base and driving applied research with real-world impact. UCF's leadership of Tech Grove helps advance national security, innovation, and regional economic growth. For more information, visit the Central Florida Tech Grove website.
Ucf · Orlando