Event and Travel Coordinator - Army Conferences Support (Contingent)

Position Overview

This role is contingent upon contract award and involves supporting the organization, logistics, and on-site management of senior-level Army conferences for OCSA and HQDA G-3/5/7 under the leadership of the Program Manager. The coordinator is responsible for arrangements relating to participant travel, accommodations, meals, and conference transportation, as well as event logistics from registration to post-event activities.

Key Duties

• Arrange and manage payments for participant lodging, meals, and conference transportation at event locations.
• Ensure lodging is booked at or beneath per diem rates and non-local attendees are accommodated appropriately.
• Apply Joint Travel Regulations (JTR) and current GSA per diem lodging and meal allowances in travel and budgeting.
• Distinguish between TDY and local attendees and manage them according to the Performance Work Statement (PWS).
• Assist with venue research, cost comparison, menu coordination, and room/seating layout development.
• Conduct event registration, staff the admin/information desk, and prepare/distribute name badges, table tents, and welcome materials.
• Set up and equip operational and administrative rooms and arrange general session rooms according to approved seating charts.
• Ensure timely setup and maintenance of meals and breaks, keeping break areas orderly and stocked.
• Support the preparation of printed event binders and coordinate audio/visual and hybrid event services in unclassified settings.
• Collect cost and attendance data for post-event reporting and contribute to lessons learned and after-action reviews.

Candidate Profile

Required Qualifications:

• Possession or eligibility to obtain a SECRET security clearance.
• Associate's or Bachelor's degree with a minimum of two years of experience in event coordination, travel logistics, or conference support.
• Experience arranging lodging, meals, and transportation for groups.
• Familiarity with registration processes, attendee management, and preparation of event materials.
• Exceptional organizational skills and meticulous attention to detail managing multiple events simultaneously.
• Professional conduct with excellent customer service skills when interacting with attendees and Government personnel.

Preferred Qualifications:

• Background supporting Department of Defense, Army, or Federal Government events.
• Knowledge of the Joint Travel Regulations (JTR) and GSA per diem lodging and meal rates.
• Understanding of AR 1-50 operational requirements.
• Experience with events conducted in the National Capital Region.
• Proficiency in event registration software and common office applications.

Employee Benefits

• Medical, Dental, and Vision Health Care Plans.
• Retirement options including 401(k) and IRA plans.
• Basic, Voluntary, and Accidental Death & Dismemberment (AD&D) Life Insurance.
• Paid time off encompassing vacation, sick leave, and public holidays.
• Family leave policies including maternity and paternity leave.
• Short and long-term disability coverage.
• Opportunities for training and professional development.