Events and Operations Coordinator

We are seeking a highly organized and detail-oriented Events & Operations Coordinator to support the planning, execution, and logistical management of our client’s diverse event portfolio. This role is critical to ensuring seamless event delivery, efficient vendor coordination, and robust support for the production team.

The ideal candidate thrives in a fast-paced environment, enjoys working cross-functionally, and takes pride in the flawless execution of complex moving parts.

Key Responsibilities

Event Logistics & Planning

• Coordinate end-to-end event logistics, including venue sourcing, load-in/load-out schedules, and onsite flow
• Manage the scheduling of LTL freight and courier services for event equipment, signage, and promotional materials
• Oversee transit accuracy by tracking shipments and resolving logistical hurdles—from delivery delays to damaged rental gear—to ensure everything arrives before doors open
• Partner with warehouse teams to ensure inventory and event "kits" are packed accurately and shipped on schedule

Vendor & Contract Management

• Process and sync vendor contracts and invoices flawlessly using QuickBooks and project management tools
• Validate service agreements, ensuring pricing, insurance requirements, and fulfillment terms are spot-on
• Coordinate delivery schedules across a network of caterers, AV technicians, and external decorators
• Act as the primary point of contact for external partners, troubleshooting changes and keeping all stakeholders in the loop

Operational Support

• Support production operations through meticulous schedule monitoring and task management
• Organize and update event files, ensuring floor plans, run-of-shows, and guest lists are accurate and easily accessible
• Coordinate special requests and budget approvals across departments to ensure timely execution of last-minute event needs

Reporting & Data Management

• Generate and share inventory reports for event assets to ensure production teams are always aligned
• Manage event analytics reporting, including registration tracking and budget-vs-actual spend updates
• Track asset movement to proactively flag maintenance needs or stock-outs of event-specific collateral

Requirements

• 2+ years of experience in event planning, event operations, hospitality logistics, or a related role
• Hands-on experience with QuickBooks or similar financial/ERP software is strongly preferred
• Strong proficiency in Excel or Google Sheets (for budget tracking and manifest management)
• Experience in Adobe Illustrator is a plus (for minor tweaks to event signage or floor plans)
• Exceptional attention to detail and the ability to manage multiple high-pressure deadlines simultaneously
• Strong communication skills and a "solutions-oriented" mindset

Preferred Qualifications

• Experience coordinating LTL freight shipments for trade shows or large-scale activations
• Background in experiential marketing, CPG brand activations, or large-scale conferences
• Familiarity with inventory management for physical event assets

Minimum Technical and Work Environment Requirements:

• Internet Connection:
• Primary internet connection with a minimum speed of 15 Mbps.
• Backup internet connection with at least 10 Mbps.
• Backup connection must be capable of supporting work during a power outage.

• Primary Device:
• Desktop or laptop equipped with at least:
• Intel Core i5 (8th generation or newer), Intel Core i3 (10th generation or newer), AMD Ryzen 5, or an equivalent processor.
• A minimum of 8 GB RAM.

• Backup Device:
• Must meet or exceed the performance of an Intel Core i3 processor.
• Must be functional during power interruptions.

• A functioning webcam.
• A noise-canceling USB headset.
• A quiet, dedicated home office space.
• Peripherals and Workspace: A smartphone for communication and verification purposes.

Benefits

• Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth.
• Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field.
• Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward.
• Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards.
• Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment.
• Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.