Event Operations Coordinator

HighLevel • Dallas, TX

13d • Onsite

About The Position

You are a highly organized, detail-oriented, and dependable professional with a passion for making things run smoothly behind the scenes. Whether it’s managing event inventory, coordinating swag, or supporting team logistics, you thrive in operational roles where you can bring structure, clarity, and a touch of creativity to every task.
You have a natural sense of ownership and enjoy working across teams to support a variety of initiatives—from international travel coordination to internal team celebrations. You’re the kind of person who keeps checklists tight, timelines on track, and surprises delightful. You bring a “no task too small” attitude, and you’re excited to contribute to a team that values efficiency, collaboration, and culture-building.

Requirements

• 1+ years of experience in event coordination, logistics, operations, or administrative support roles.
• Strong organizational skills and a detail-oriented, follow-through mindset.
• Proficiency with tools like Google Workspace, ClickUp, and spreadsheets.
• Excellent communication and collaboration skills across departments.
• Must be available to work and attend in-person or virtual meetings during US hours, Monday through Friday, 9:00 am - 5:00 pm CST.
• A “get it done” attitude with the ability to manage and prioritize multiple requests.
• Adaptability and resilience when navigating shifting priorities.
• Discretion and professionalism when handling sensitive information.
• Comfort with learning new platforms and navigating multiple systems.
• Must be available to work and attend in-person or virtual meetings during US hours, Monday through Friday, 8:00 am - 5:00 pm CST.

Nice To Haves

• Bachelor's degree in Event Management, Marketing, or related field preferred.
• Experience with virtual and hybrid event platforms.
• Proficiency in event management software and Microsoft Office Suite.
• Strong organizational and project management skills, with the ability to manage multiple projects simultaneously.
• Strong organizational and multitasking skills, with the ability to manage multiple events simultaneously.
• Proven ability to work independently when needed.
• Demonstrated approach to problem-solving and conflict management.
• Must be proactive, accountable, eager to learn, and ready for challenges.
• Excellent verbal and written communication skills.

Responsibilities

• Maintain and track event kits and swag inventory, ensuring items are well-organized and easily accessible in the Dallas office.
• Own the daily movement of event materials in and out of the office. With items coming and going at all times, this person will be responsible for ensuring everything is properly sent out, tracked, and fully accounted for upon return.
• Receive, process, and restock returned items. Conduct quarterly audits to maintain inventory accuracy and ensure readiness for upcoming events.
• Collaborate with the events team to design and implement efficient, scalable storage solutions for the new office setup.
• Support shipping needs for other event planners and internal team members, ensuring timely and accurate dispatch of materials.
• Fulfill internal swag requests and assist with swag distribution and organization.
• Collect feedback from internal teams on swag and event kit usability to inform future improvements.
• Assist with ordering and restocking swag as needed.
• Recommend improvements to swag fulfillment and kit processes to increase efficiency and satisfaction.
• Source and manage vendors, delegate tasks, and maintain clear communication and accountability across the team.
• Work with marketing, ops, and comms teams to ensure smooth event execution. Conduct post-event analysis and reporting.
• Manage the entire customer awards process, from communication and data collection to production and delivery. Collaborate with vendors and internal teams to ensure timely, cost-effective execution. Track progress, gather feedback, and continually refine the program for optimal impact.
• Manage the full customer awards workflow—communication, data pulls, order placement, production, and follow-up.
• Handle budgeting and vendor coordination to ensure high-quality, cost-effective awards delivery.
• Participate in key events like the HighLevel LevelUp Summit, managing logistics and supporting customer engagement.
• Work from the Dallas office 5 days per week.
• Act as a backup for responding to Freshdesk inquiries typically handled by the Office Admin.
• Maintain internal SOPs, trackers, and dashboards to support visibility and consistency.
• Provide light office coordination: manage supplies, assist with vendor communication, and support visiting team members.
• Partner with cross-functional teams like People Ops and Affiliate to execute internal activations and swag logistics.
• Book flights, accommodations, and transportation for team retreats and events.
• Coordinate roommate pairings and manage travel preferences.
• Support international travel by assisting with visa and passport requirements.
• Stay current on international travel regulations and documentation timelines to ensure compliance.
• Support international and internal team events by helping plan experiences and logistics.
• Contribute to team culture by assisting with celebrations, recognition moments, and surprise & delight efforts.
• Help create inclusive, engaging experiences that reflect HighLevel's values and energy.
• Track swag, shipping, and inventory expenses using provided dashboards and templates.
• Support reporting and reconciliation processes when needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level