Event Operations Coordinator

Quintevents - Charlotte, NC

Full-time - Entry Level

Charlotte, NC

Administrative and Support Services

About the position

The Event Operations Coordinator will support the delivery of exceptional guest experiences at various events while maintaining established financial margins. This role involves assisting in the planning, on-site execution, and post-event debriefing for over 12 events annually, ensuring a cohesive and brand-aligned hospitality experience.

Responsibilities

• Support the planning and on-site execution of 12+ events annually, accommodating 200-12,000 guests.
• Design cohesive, brand-aligned hospitality spaces in collaboration with Marketing/Creative and vendors.
• Produce detailed run of show documentation considering entertainment and guest movement.
• Collaborate with internal teams for credentialing, signage, and other assets.
• Manage vendor selection, negotiation, and service delivery for food & beverage, production, and staffing.
• Obtain required permits/licenses and collaborate with Guest Services for proactive communication.
• Build event plans focusing on guest experience, travel, safety, and staff assignments.
• Oversee vendor set-up, hospitality check-ins, transportation, and guest experience logistics on-site.
• Adjust plans in real-time as needed, ensuring clear communication with guests and staff.
• Provide exceptional guest service, resolving issues promptly during events.
• Manage vendor tear down and ensure all services meet contracted standards.
• Manage assigned portions of the event budget and maximize budget efficiency through negotiations.
• Ensure timely expense tracking and inspire fiscal responsibility in team members.

Requirements

• 2+ years of event planning experience, including on-site delivery in sports, entertainment, or festivals.
• 1+ year of hospitality or event management industry experience.
• Experience managing budgets of at least $25K.
• Bachelor's degree in Business, Hospitality, Marketing, or Logistics, or relevant business experience.
• Proficiency in Excel, CRM, and project management tools.

Nice-to-haves

• Bi/multilingual preferred.

Benefits

• Flexible working hours including weekends as needed.
• Opportunity for international travel (up to 50% annually).