LSSS Project Coordinator

The Project/Logistics Coordinator provides administrative project-management and logistical support for in-person and virtual federal government conferences meetings trainings workshops and the development of materials. The position works closely with Senior Conference Planners Meeting Planners Project Managers Writer/Editors government clients attendees speakers and vendors to ensure planning activities and deliverables are accurately tracked and completed.

Key Responsibilities

• Support the planning and execution of in-person virtual and hybrid government meetings and events.
• Maintain project schedules meeting calendars action-item trackers attendee lists contact databases and planning files.
• Coordinate meeting invitations registration communications confirmations reminders and logistical correspondence.
• Monitor registration activity and prepare registration attendance and demographic reports as requested.
• Assist with government-sponsored traveler coordination including collection of traveler information and supporting documentation.
• Coordinate hotel rooming lists transportation manifests participant itineraries and other logistical records.
• Assist with venue research vendor research requests for quotes and comparison of meeting-related services.
• Coordinate shipment inventory assembly and distribution of meeting materials supplies signage badges and equipment.
• Support speaker and presenter coordination including collecting biographies presentations release forms and audiovisual requirements.
• Assist with accessibility security and special accommodation tracking.
• Prepare meeting materials agendas briefing books name badges tent cards signage and other event collateral.
• Liaise with writer/editors graphic designers and speakers to track materials through production.
• Participate in internal and client planning calls; prepare agendas meeting notes action items and follow-up documentation.
• Provide onsite support including registration attendee assistance speaker support room monitoring materials management and logistical troubleshooting.
• Support virtual meetings by managing invitations participant lists technical checks materials and meeting-platform logistics.
• Maintain complete and accurate electronic project files and documentation.
• Assist with invoice tracking expense documentation meeting reconciliation and post-event reporting.

• Associates or bachelors degree in hospitality event management business administration communications or a related field preferred; equivalent relevant experience may be considered.
• Minimum 24 years of meeting conference project or logistics coordination experience including prior experience supporting meetings or events for federal government agencies or other government clients.
• Experience supporting registration attendee communications travel logistics hotels vendors meeting materials or onsite conference operations.
• Familiarity with government meeting environments GSA per diem rates federal travel procedures and accessibility requirements preferred.
• Excellent organizational administrative customer-service and communication skills.
• Strong attention to detail and ability to manage multiple assignments and deadlines.
• Proficiency with Microsoft Office and familiarity with registration and virtual-meeting platforms. Familiarity with Smartsheet preferred.