Field Event Coordinator

About FlexGen

Based in Durham, N.C., FlexGen is an innovative software and services provider in the global energy storage sector. At the forefront of the energy transition, FlexGen leverages decades of engineering and software expertise to help shape the future of sustainable power both in the United States and globally. FlexGen's HybridOS™ software seamlessly integrates with any hardware vendor and with both traditional and renewable power sources. Our advanced analytics and AI-driven insights enable energy storage owners to effectively deploy diverse power market strategies and integrate various generation forms, enhancing grid stability and increasing economic returns. With 1.5M hours of runtime and 8 GWh of energy storage systems managed with HybridOS™, FlexGen provides field-tested software and services solutions that are trusted by the most technically and commercially demanding developers, utilities, government agencies, and industrial companies in the world.

Position Description:

The Field Event Coordinator is responsible for planning, coordinating, and executing events held at onsite and offsite locations. The role involves managing all logistical elements of field-based events, including site selection, vendor management, shipping logistics, coordination of event staff, and ensuring that the event runs smoothly from start to finish. This individual will be the primary point of contact for field events, working with cross-functional teams to meet event objectives and deliver a positive experience for attendees. 

Major Job Responsibilities:

Event Planning and Coordination:  

• Oversee all logistics for field-based events, including location selection, vendor coordination, shipping logistics, attendee management, and transportation
• Collaborate with internal teams (marketing, sales, sponsorship, design) to define event objectives, timelines, and key deliverables
• Develop and manage event timelines, budgets, and checklists, ensuring all event components are on track
• Negotiate contracts with vendors, suppliers, and venues, and ensure all agreements are executed smoothly
• Handle event staffing needs, including internal recruitment, training, and management of event staff

Execution of Events:  

• Onsite presence to ensure successful setup, coordination, management, and breakdown of events
• Supervise event staff to ensure all aspects of the event are executed according to plan
• Troubleshoot any challenges that arise before, during, or after the event to ensure seamless delivery 
• Ensure all safety protocols and regulations are adhered to for each event.  

Post-Event Responsibilities:  

• Collect feedback and event data to assess success and areas of improvement
• Complete post-event reports and provide recommendations for future field events
• Manage event budget and reconcile expenses after each event
• Manage leads collected at events through post-event communications

Communication and Relationship Management:  

• Serve as point of contact for event stakeholders, including sponsors, vendors, and clients
• Build and maintain relationships with external partners and vendors, to ensure continued collaboration and support
• Communicate event details clearly and regularly with the internal team and stakeholders

Position Requirements:

• Bachelor's degree in Event Planning, Hospitality, Marketing, or a related field
• 2-4 years of experience in event planning or coordination, particularly in field or offsite events
• Excellent organizational skills and ability to manage multiple tasks simultaneously
• Strong communication skills, both written and verbal
• Ability to work well under pressure and adapt to changes in a fast-paced environment
• Proficient in event management software (e.g., Cvent, Eventbrite), Monday, Microsoft Office Suite, and/or Google Workspace