Meeting & Training Coordinator (Intermittent Contract)

Meeting & Training Coordinator (Intermittent Contract)
(Project Coordinator III)
Location: Irvine, CA
Work Arrangement: 100% Onsite During Training Weeks
Contract Duration: December 2026 – December 2027

Schedule: Intermittent | Approximately 1 Week Per Month
Hours: 40–50 Hours During Scheduled Training Weeks

Up to $40/hr
 
Orion Group is seeking an organized, customer-focused Project Coordinator III – Onsite Meeting & Training Support professional to support training programs for our pharmaceutical client in Irvine, CA.
This position will coordinate onsite meeting logistics, prepare training materials, assist participants, manage catering and vendor arrangements, and ensure training sessions run smoothly.
The ideal candidate has experience in meeting planning or event coordination, excellent communication skills, and the ability to adapt quickly to a fast-paced environment.

Work Schedule & Availability

This is an intermittent, project-based position, not a traditional full-time role.

• Training Weeks: Monday–Friday, approximately 40–50 hours per week, typically one week per month.
• Non-Training Weeks: Hours are not guaranteed. Additional project work may be available based on business needs.
• Onsite: 100% onsite during scheduled training weeks, with occasional evening event support.
• Availability: Candidates must be able to support all scheduled training weeks throughout the contract.

Key Responsibilities

• Coordinate onsite logistics for training programs, including room setup, meeting materials, supplies, and inventory.
• Welcome and assist participants, manage hospitality desk activities, and provide onsite guidance and support.
• Coordinate catering setup, vendor arrangements, and food and beverage services.
• Support evening events, including restaurant seating arrangements, menus, and event setup.
• Maintain shipping trackers, prepare shipping labels, and coordinate outbound materials with the campus mail room.
• Serve as an onsite resource for participants and stakeholders, troubleshooting logistical challenges as needed.
• Maintain accurate documentation, trackers, and communication using Microsoft 365.
• Provide additional administrative and project coordination support as needed.

Required Qualifications

• Previous meeting planning, event coordination, training support, or related experience.
• Excellent customer service, communication, and interpersonal skills.
• Strong organizational skills, attention to detail, and ability to multitask.
• Ability to problem-solve, adapt to changing priorities, and work independently.
• Proficiency in Microsoft 365 (Outlook, Excel, Word, Teams, and PowerPoint).
• Ability to walk throughout the day and stand for extended periods.
• Availability to work onsite during all scheduled training weeks, including occasional evenings.

Preferred Qualifications

• Experience coordinating corporate meetings, conferences, or training programs.
• Background in hospitality, catering coordination, or vendor management.
• Experience managing shipping logistics, meeting materials, or inventory.
• Previous experience supporting pharmaceutical, healthcare, or corporate environments.

Anticipated Onsite Training Dates
2026

• December 7–11

2027

• March 1–5
• April 12–16
• May 10–14
• June 21–25
• July 12–16
• September 13–17
• October 4–8
• November 8–12
• December 6–10

Important: The selected candidate must be available for all scheduled training weeks. Additional hours between sessions may be offered but are not guaranteed.


People are our business worldwide
 
Orion Group was founded in 1987 and is now one of the largest, independent, international recruitment companies. We have a network of 200 employees working from 24 offices, delivering a range of services – Talent Acquisition, Recruitment Outsourcing Services, Retained Search, Global Workforce Solutions, Completions & Commissioning and Materials Management – across 68 countries. As a global leader in workforce solutions, we recruit personnel across the Engineering & Technical, Office & Commercial, Scientific and Skilled Trades disciplines, for sectors including Oil & Gas, Life Science, Power & Utilities, Constructions & Infrastructure, Manufacturing and Renewables.