Job Description
Job Title: Event Operations Coordinator
Position Type: Full-Time, Remote
Working Hours: U.S. Central Standard Time (CST) Hours
About the Role
We’re hiring an Event Operations Coordinator to manage logistics, scheduling, and operational coordination across multiple active event campaigns.
This is a fast-paced, high-responsibility operations role — not a simple admin or assistant position.
You will be responsible for coordinating events end-to-end, managing schedules, handling travel and logistics, communicating with field representatives, and ensuring every moving piece stays organized and executed on time.
The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities simultaneously without things falling through the cracks.
Responsibilities
Event & Logistics Coordination
- Manage the full event pipeline across multiple active campaigns
- Source, negotiate, confirm, and coordinate event logistics
- Handle booth setup requirements, load-in/load-out schedules, equipment coordination, venue communication, and on-site logistics support
- Ensure all event details are properly communicated to field representatives and internal stakeholders
Scheduling & Team Coordination
- Build and maintain representative schedules using Sling or similar scheduling tools
- Ensure availability submissions are completed on time
- Publish and manage weekly schedules across campaigns
- Act as the primary point of contact for field representative logistics and scheduling questions
- Coordinate closely with leadership to maintain operational alignment
Travel & Expense Management
- Coordinate travel bookings and logistics for field representatives
- Track and reconcile travel and event-related expenses
- Maintain organized records and receipts
- Monitor spend against budget thresholds and proactively flag issues
Reporting & Operations Support
- Prepare weekly operations and performance reports
- Maintain clean operational trackers and documentation
- Ensure visibility across event status, scheduling, logistics, and expenses
- Support hiring, onboarding, and operational coordination initiatives when needed
What Makes You a Strong Fit
- You are highly organized and detail-oriented
- You thrive in fast-moving operational environments
- You proactively solve problems before they escalate
- You can manage multiple priorities simultaneously without losing accuracy
- You communicate clearly and professionally with both internal teams and external partners
- You take ownership and follow through consistently
Required Experience & Skills
Must-Have Requirements (Non-Negotiable)
- Previous experience in event coordination, logistics coordination, operations, scheduling, or administrative operations support
- Strong experience managing multiple moving pieces simultaneously
- Excellent written and verbal English communication skills
- Strong organizational and time management abilities
- Proficiency with Google Workspace (Google Sheets, Docs, Drive, Calendar, Gmail)
- Ability to work during U.S. Central Standard Time (CST) business hours
- Comfortable working in fast-paced environments with tight deadlines
Nice-to-Have Experience
- Experience using Sling, TravelPerk, or similar scheduling/travel tools
- Experience supporting field sales teams or event-based operations
- Experience tracking operational expenses and budgets
- Startup or high-growth company experience
What Does a Typical Day Look Like?
Your day will revolve around keeping operations organized and ensuring events run smoothly from planning to execution.
You will:
- Review upcoming events and confirm logistics
- Coordinate with venues, representatives, and internal teams
- Update schedules and manage travel coordination
- Handle operational questions from the field team
- Track expenses and maintain operational documentation
- Monitor deadlines, scheduling updates, and event changes
- Prepare reports and ensure leadership has clear operational visibility
In essence: you are the operational backbone ensuring events, schedules, logistics, and communication stay organized and executed efficiently.
Key Metrics for Success (KPIs)
- Accuracy and timeliness of event coordination
- Schedule completion and operational consistency
- On-time communication with reps and stakeholders
- Accuracy of expense tracking and reporting
- Reduction in operational issues and scheduling conflicts
- Responsiveness and execution reliability
Interview Process
- Initial Screening Call
- Recruiter Interview
- Final Interview with Client
- Offer & Onboarding
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