Experience Center Coordinator

Job Summary

The on-site Experience Center Coordinator plays a pivotal role in delivering exceptional customer and training experiences at the Costa Mesa Experience Center. Working closely with local trainers and our nationwide sales team, this role is responsible for coordinating end-to-end experiences for training attendees, customers participating in product demonstrations, and visitors attending meetings, events, and executive briefings.

This position supports a wide range of activities including scheduled trainings, live product demonstrations, customer tours, special events, and partner engagements. The coordinator ensures the Experience Center is fully prepared, welcoming, and operational at all times, while serving as a key point of contact for both internal teams and external guests. This is a highly visible, customer-facing role that requires strong collaboration, attention to detail, and a hospitality-first mindset.

This is a fast-paced, dynamic position where no two days are the same. One week may be focused on supporting week-long Q-SYS training classes—managing registrations, student logistics, meals, and hospitality—while another may involve supporting live demos, booking customer meetings and tours, responding to last-minute needs, or planning specialized events for strategic partners and executive leadership.

The ideal candidate is people-focused, adaptable, and thrives in an environment that requires juggling multiple priorities while delivering an exceptional experience.

Key Tasks & Responsibilities (Essential Functions)

• Provide comprehensive support to training and U.S. sales teams for regional visits to the Experience Center, including preparing and distributing guest communications, coordinating materials, catering, travel accommodations, off-site events, and hospitality needs.
• Act as the primary on-site point of contact for all visitors, managing the full visit lifecycle from scheduling and agenda coordination to on-site support and post-visit follow-up.
• Maintain and manage the Experience Center calendar in coordination with sales and training teams, ensuring accurate scheduling of trainings, demos, meetings, and events.
• Support live product demonstrations and end-user experiences in partnership with trainers, sales teams, and technical staff.
• Coordinate with Marketing on event materials, invitations, branded assets, and outbound communications.
• Manage visitor records and training data in Salesforce and the training portal, including verifying attendee prerequisites and communicating expectations prior to visits.
• Oversee day-to-day readiness of the Experience Center, including coordinating cleanings, restocking refreshments and branded items, and ensuring the space is event-ready.
• Manage relationships with local vendors and partners, including catering, hotels, transportation services, and other service providers; coordinate invoices and payments.
• Monitor and adhere to departmental budgets related to events, hospitality, and center operations.

Skills and Minimum Experience Required

• Bachelor’s degree in hospitality, business, or a related field with at least 3 years of experience in event management or hospitality services; or 5+ years of equivalent experience in lieu of a degree.
• 3+ years of experience in event scheduling, planning, and coordination.
• Experience working cross-functionally and communicating with all levels of an organization, including executive leadership.
• Flexibility to support after-hours events as needed.
• Demonstrated commitment to exceptional customer service and hospitality.
• Warm, approachable, and professional demeanor with strong interpersonal skills.
• Excellent written and verbal communication skills.
• Strong attention to detail with an understanding of how details impact the overall customer experience.
• Ability to prioritize effectively, manage time-sensitive tasks, and adapt quickly in a fast-paced environment.
• Proven team player with the ability to take initiative and work independently.
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• 3+ years of experience using Salesforce or other CRM platforms; experience with SharePoint and Microsoft Teams preferred.
• Interest in and willingness to learn new technologies; familiarity with unified communications and AV technology is a plus.