Nashville Operations Coordinator

Viticus Group•Nashville, TN

13h•Onsite

About The Position

The Nashville Operations Coordinator provides administrative, client-facing, and operational support for clinical events and related programs. This position assists with event planning and logistics by ensuring information is accurately entered into systems, maintaining operational records, coordinating catering and transportation details, supporting client and vendor communication, managing digital signage needs, and serving as a point of contact for event-related coordination. The coordinator assists with Customer Service Associate coverage when needed and helps ensure scheduled events are organized, documented, and aligned with Viticus Group standards.

Requirements

High school diploma or equivalent required.
ServSafe Food Handler Certification, or equivalent, required within 30 days of hire.
Two years of customer service and/or coordinating or administrative experience required.
Strong communication skills, including clear writing, reading comprehension, and effective verbal communication.
Ability to maintain professional communication with clients, vendors, internal teams, and external partners by phone, email, and in person.
Excellent interpersonal skills with the ability to build and maintain positive, supportive relationships within and outside the organization.
Ability to work collaboratively with a diverse range of individuals while remaining passionate, compassionate, and professional at all times.
Excellent organizational, time management, and prioritization skills.
Ability to work independently while managing multiple priorities and supporting cross-department needs.
Strong work ethic, including punctuality, initiative, dedication, follow-through, and a professional demeanor.
Ability to remain calm and exercise sound judgment in difficult or changing situations.
Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and related programs.
Ability to monitor and support event calendars, scheduled readiness, administrative follow-up, and operational documentation.
Ability to perform accurate data entry and maintain operational records.
Knowledge of, or willingness to learn, food safety and sanitation practices consistent with Tennessee Department of Health guidelines.
Flexible schedule and availability to work year-round, including weekday and weekend availability.
Willingness and ability to travel for company-related business, including events, trainings, and operational support, while maintaining professional conduct and communication.
Neat and professional appearance.
Commitment to upholding the organizational mission and vision.
Valid driver’s license and ability to meet insurability requirements if operating company or rental vehicles.
Ability to assist with transportation logistics and coordination for events, participants, vendors, and operational needs.
Ability to support scheduling and dispatching of transportation services as needed.
Ability to sit, use hands and fingers, talk or hear, and smell continually.
Ability to stand, walk, and reach frequently.
Ability to climb or balance, stoop, kneel, or crouch occasionally.
Ability to frequently lift and carry up to 10 lbs.
Ability to occasionally lift and carry up to 50 lbs.
Close vision required to see computer monitors, read documents, and operate copy and fax machines.
Distance vision is required to drive an automobile if driving is a requirement of the job.

Nice To Haves

Event, hospitality, healthcare, veterinary, or operations support experience preferred.

Responsibilities

Monitor and support the event calendar, ensuring readiness for scheduled events.
Assist with event planning and coordination by ensuring event information is accurately entered into systems and communicated to appropriate internal and external contacts.
Provide administrative and operational support across departments, including data entry and maintaining accurate operational records.
Assist with administrative needs such as catering, transportation confirmations, client call support, scheduling support, and internal coordination.
Maintain professional communication with clients via phone and email and assist with Customer Service Associate coverage when needed.
Anticipate and proactively address client needs, including special requests and event-related changes.
Communicate professionally with vendors, following established approval processes.
Ensure meals are delivered and set up on time; communicate changes with vendors and clients.
Manage digital signage/logos, ensuring proper display and functionality for events.
Assist with transportation logistics and coordination for events and participants, including scheduling and dispatching transportation services.
Follow food safety and sanitation practices consistent with Tennessee Department of Health guidelines and obtain required ServSafe Food Handler Certification, or equivalent, within 30 days of hire.
Maintain professional conduct, neat appearance, confidentiality, and positive working relationships while representing Viticus Group.