Coordinator, Event Transportation

QuintEvents•Charlotte, NC

1d•Onsite

About The Position

As Event Operations Coordinator, you support the preparation, staffing, and execution of GoHammerhead’s US events. You coordinate staff logistics, operational materials, and internal processes to ensure event teams are fully prepared before arrival on-site. You play a key role in recruiting, onboarding, training, and supporting US event staff, while contributing to continuous improvement of these processes throughout the year. In addition to your office-based responsibilities, you travel to a select number of events to support on-site operations, either by coordinating an account program or assisting the operations lead with overall event delivery.

Requirements

Bachelor’s degree in hospitality, business administration, or event management preferred, but we do encourage people with any Bachelor’s degree to apply;
Extracurricular experience with organizing or producing (sports) events (e.g. NCAA, Minor League, Major League, global tournaments);
Have a valid driver’s license and feel comfortable to drive at busy (city) destinations;
Understands P&L statements and knows how to analyze financial budgets;
Proficient computer skills including but not limited to:
Excel (you know how to create pivot tables, use VLOOKUP, create budgets)
PowerPoint (can effectively prepare presentations with comprehensive storyline)
CRM software (e.g. Salesforce, Airtable)
Fluent in English; proficiency in Spanish can be a plus;
Eligible to work in the United States without requiring sponsorship now or in the future.
Prolonged periods sitting at a desk and working on a computer;
Extensive walking and standing for periods greater than 12 hours while at events;
Must be able to lift up to 25 pounds/14 kilograms;
Requires flexibility to work long hours and weekends, as needed;
Ability to travel up to 30%;
Willing and eligible to travel internationally.

Nice To Haves

Fluent in English; proficiency in Spanish can be a plus;

Responsibilities

Coordinate staff logistics, including event travel, accommodation, and rentals, for GHH US events, as well as other events based in North America;
Act as a primary internal point of contact for US-based event staff;
Manage recruitment, staff availability, and staff planning;
Coordinate operational items such as branding materials, airport signage, and staff amenities;
Work with Account Management to understand the full client lifecycle and understand the impact on operational accountabilities;
Assist Account Management as needed with quote building, procurement, or invoicing;
Own the accuracy of data in the CRM system and ensure timely reporting to Event Lead and/or Sr. Operations Manager;
Collaborate with GHH’s office in the Netherlands to align best practices and knowledge transfer.
Coordinate staff travel and accommodation well ahead of each event;
Ensure all required operational items are sourced and prepared;
Support preparation and organization of staff kick-off meetings and briefings;
Align closely with the Ops Manager and on-site Ops Lead to ensure full operational readiness;
Travel to 8–10 events between May and December 2026;
Act as the Transportation Project Manager, managing one account program on-site, or
Act as Assistant Operations Lead, supporting the Operations Lead across the event
Support staff coordination, briefings, and day-to-day operational execution
Assist with on-site problem solving, schedule changes, and staff support
Uphold GoHammerhead standards across staff conduct, preparation, and execution
Conduct debrief sessions with internal teams and vendors to identify improvements;
Assist with feedback collection and process and archive gathered feedback;