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Event Operations Coordinator (Logistics Management)

Location

Philippines

Posted

101 days ago

Salary

75K - 83K / month

Seniority

Mid Level

No structured requirement data.

Job Description

Event Operations Coordinator (Logistics Management)

GrowthAssistant

Join GrowthAssistant as an Event Operations Coordinator! We’re looking for a detail-oriented, tech-savvy Event Operations Coordinator who can keep complex workflows running smoothly across virtual and in-person events. If you enjoy coordinating moving pieces, managing tools, and ensuring every event runs flawlessly from planning to follow-up, this role is for you! Salary Range: PHP 75,000 - 83,000 per month Note: Rate/Salary will depend on your current competencies matched to the position’s job description and requirements based on the assessment results. The Benefits - Work Set-up: Permanent Work From Home - Bonuses: - Attendance Bonus of $ 25 for every monthly perfect attendance - Performance Bonus - Anniversary Bonus of PHP 5,000 for your 1st year in service and PHP 10,000 for 2 to 3 years in service - Referral Bonus of $ 300 for every successful referral - Holiday Paid Time Off (PTO) for 7 days in a year - Paid Time Offs (PTO) for 6 days in a year - Healthcare Plan - Parental Leave CORE TASKS Logistics, Shipping & Fulfillment Operations (50–60%) - Execute branded merchandise, print material, and event supply orders across third-party platforms such as swag vendors, FedEx, Staples, and similar fulfillment tools - Manage repeatable ordering workflows based on internal team instructions, including selecting approved items, entering quantities, placing orders, and confirming details - Track shipments from order placement through delivery and provide timely status updates to internal stakeholders - Maintain organized logs of all event-related orders, quantities, costs, tracking numbers, and delivery status - Coordinate shipping of event materials to venues, branches, or internal stakeholders and help ensure items arrive on time - Support inventory tracking for branded merchandise and event materials by updating spreadsheets and flagging replenishment needs when instructed - Follow established SOPs, templates, and handoff processes to ensure consistent execution and visibility Administrative & Operational Coordination (20–25%) - Schedule internal meetings tied to event planning and execution cadences - Support recurring coordination tasks, calendar holds, and administrative follow-up for the events team - Prepare and maintain trackers for logistics, orders, shipment status, invoices, and task progress - Send organized internal updates on what has been ordered, what is in transit, what has been delivered, and what still requires follow-up - Help maintain process documentation, templates, and repeatable workflows as the team continues to refine operations Vendor, Venue & Event Platform Support (10–20%) - Conduct initial outreach to approved vendors or venues using team-provided lists, templates, and direction - Follow up with vendors and partners to gather basic information, confirm details, or help keep timelines moving - Support administrative work inside Cvent or similar event platforms within approved permissions and non-PII boundaries - Assist with platform setup or execution tasks where access can be appropriately scoped - Research venue or vendor options when requested, based on clear criteria and team guidance Invoice & Expense Coordination (10–15%) - Track invoices and event-related expenses associated with shipping, print materials, branded merchandise, and fulfillment - Partner with internal stakeholders to ensure invoices are submitted, logged, and followed through for payment - Maintain accurate cost tracking in spreadsheets or other designated tracking tools - Help ensure order and expense documentation is complete, organized, and easy to reconcile - Collaborate w/ AP (finance) to ensure vendor and venue payment MUST-HAVE - Experience in logistics coordination, fulfillment support, administrative operations, executive support, event operations, or another execution-heavy support role - Comfort with Excel (navigating spreadsheets, updating data, following existing formulas - no programming required) - Excellent organizational skills and close attention to detail across repetitive, multi-step workflows - Ability to proactively problem-solve - Experience working across multiple tools or platforms while maintaining accuracy and follow-through - Ability to follow defined processes, SOPs, and templates consistently - Strong written English for internal communication, status updates, and basic vendor outreach - Comfortable supporting U.S. business hours, with overlap for Mountain Time - Ability to manage high-volume, repeatable operational tasks with reliability - Comfort working in a supportive, execution-focused role rather than a strategic or highly client-facing one - Experience handling order tracking, shipping coordination, deadline-sensitive administrative work, or similar operational tasks NICE-TO-HAVE - Experience with Cvent - Experience with related event technology platforms such as Bizzabo, Swoogo, Lanyon, or StarCite - Prior experience supporting event operations, hospitality operations, or administrative coordination in a fast-paced environment - Experience with branded merchandise ordering, print coordination, or marketing fulfillment workflows - Familiarity with FedEx, Staples, swag vendors, or similar third-party fulfillment platforms - Experience maintaining inventory records, shipment logs, or order trackers If you’re ready to jump in, support great events, and grow with a dynamic team—apply now!

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