Pacific Office Automation is seeking a highly organized, proactive, and detail-oriented Corporate Event & Travel Coordinator to support company-wide events, employee experiences, and corporate travel operations. This role is responsible for planning and executing events, conferences, incentive trips, and executive travel while also helping manage the company’s travel and expense platform, Ramp.
The ideal candidate thrives in a fast-paced environment, enjoys creating exceptional experiences, and can seamlessly balance logistics, communication, budgeting, and vendor coordination. This position plays a key role in supporting employee engagement, company culture, and operational efficiency across the organization.
Location: This position can be based out of our Phoenix, AZ; Portland, OR; or Seattle, WA offices.
Key Responsibilities
Events & Employee Engagement
Plan, organize, and execute events, including meetings, retreats, incentive trips, holiday parties & employee engagement activities.
Develop creative event concepts that align with company culture and business objectives.
Coordinate event logistics including venue selection, catering, audiovisual needs, transportation accommodations and entertainment.
Create detailed timelines, run-of-show documents and contingency plans.
Partner with internal stakeholders to ensure messaging, branding and objectives are aligned.
Manage communication and invitations through email, intranet and other channels.
Collect post-event feedback and reporting to continuously improve experiences and ROI.
Support employee engagement initiatives and company culture programming.
Corporate Travel & Expense Coordination
Coordinate corporate travel arrangements including flights, hotels, transportation, itineraries and travel support for employees and executives.
Assist employees with travel-related questions, logistics and troubleshooting.
Help manage Ramp, the company’s travel & expense platform including user support, expense tracking, policy compliance and reporting.
Work with travel partners, hotels and vendors to negotiate rates and ensure seamless travel experiences.
Maintain travel processes and documentation to support company operational efficiency.
Budgeting & Vendor Management
Manage and track event budgets, while maintaining high-quality experiences and cost efficiency.
Negotiate contracts with venues, hotels, travel providers, caterers, entertainment, and other vendors.
Track invoices, payments and reconciliations related to events and travel expenses
Ensure compliance with company policies, safety standards and legal requirements.
Qualifications
Bachelor’s degree in event management, marketing, hospitality, business, or a related field (or equivalent experience).
3+ years of experience in event planning, travel coordination, hospitality or related roles.
Strong organizational and multitasking abilities with exceptional attention to detail.
Excellent communication, negotiation & problem-solving skills.
Ability to work flexible hours, including evenings and weekends, as needed.
Ability to manage multiple projects simultaneously in a deadline-driven environment
Preferred Skills
Experience managing corporate events, incentive travel, sponsorships or executive meetings.
Familiarity with expense management and travel platforms
Experience negotiating vendor and hotel contracts.
Knowledge of event marketing, communications, or internal engagement strategies.
Comfortable traveling to support company events and onsite execution.
Benefits
$90,000-$115,000/year DOE
Medical/Dental/Vision/Life insurance plans
Matched 401k
PTO, Vacation, Sick Leave
FSA Programs
About Pacific Office Automation
Since 1976 Pacific Office Automation has grown to become the largest independent office technology provider in the nation. We help organizations simplify business through managed IT, cybersecurity, unified communications, print technology, workflow automation and more. All backed by a people-first culture and commitment to making technology work for our customers.
Our Mission
Pacific Office Automation is dedicated to the belief that a team of individuals who constantly challenge each other will develop the skills and manpower necessary to solve any problem, whether it’s for the customer, the company, or the community.
Pacific Office Automation started in 1976 in Portland, Oregon, selling copy machines. Over forty years later, we are a recognized leader in office management solutions, offering state-of-the-art technology and award-winning customer service that has helped us grow to 35 offices throughout Oregon, Washington, California, Arizona, New Mexico, Utah, Colorado, Idaho, Nevada, and Texas.
Our Motto: Problem Solved
At Pacific Office Automation, our motto is: “Problem Solved.” That means providing custom office solutions that are fast, efficient and secure. The result: a connected and highly productive office that functions at top efficiency, whether it’s a one-person shop that wants document management advice or a Fortune 500 company concerned with network security.
Although we're now the largest private dealership in the nation, we believe in maintaining an intensely local focus. We do this by building partnerships with our customers, investing in our employees, and giving back to our communities.
