Event Operations Coordinator at Pavago

, , South Africa -

Full Time

Start Date

Immediate

Expiry Date

06 Aug, 26

Salary

0.0

Posted On

08 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Event Coordination, Logistics Management, Scheduling, Travel Coordination, Expense Tracking, Google Workspace, Budget Monitoring, Vendor Negotiation, Operational Reporting, Time Management, Stakeholder Communication, Project Coordination

Industry

Staffing and Recruiting

Description

Job Title: Event Operations Coordinator Position Type: Full-Time, Remote Working Hours: U.S. Central Standard Time (CST) Hours About the Role We’re hiring an Event Operations Coordinator to manage logistics, scheduling, and operational coordination across multiple active event campaigns. This is a fast-paced, high-responsibility operations role — not a simple admin or assistant position. You will be responsible for coordinating events end-to-end, managing schedules, handling travel and logistics, communicating with field representatives, and ensuring every moving piece stays organized and executed on time. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities simultaneously without things falling through the cracks. ResponsibilitiesEvent & Logistics Coordination Manage the full event pipeline across multiple active campaigns Source, negotiate, confirm, and coordinate event logistics Handle booth setup requirements, load-in/load-out schedules, equipment coordination, venue communication, and on-site logistics support Ensure all event details are properly communicated to field representatives and internal stakeholders Scheduling & Team Coordination Build and maintain representative schedules using Sling or similar scheduling tools Ensure availability submissions are completed on time Publish and manage weekly schedules across campaigns Act as the primary point of contact for field representative logistics and scheduling questions Coordinate closely with leadership to maintain operational alignment Travel & Expense Management Coordinate travel bookings and logistics for field representatives Track and reconcile travel and event-related expenses Maintain organized records and receipts Monitor spend against budget thresholds and proactively flag issues Reporting & Operations Support Prepare weekly operations and performance reports Maintain clean operational trackers and documentation Ensure visibility across event status, scheduling, logistics, and expenses Support hiring, onboarding, and operational coordination initiatives when needed What Makes You a Strong Fit You are highly organized and detail-oriented You thrive in fast-moving operational environments You proactively solve problems before they escalate You can manage multiple priorities simultaneously without losing accuracy You communicate clearly and professionally with both internal teams and external partners You take ownership and follow through consistently Required Experience & SkillsMust-Have Requirements (Non-Negotiable) Previous experience in event coordination, logistics coordination, operations, scheduling, or administrative operations support Strong experience managing multiple moving pieces simultaneously Excellent written and verbal English communication skills Strong organizational and time management abilities Proficiency with Google Workspace (Google Sheets, Docs, Drive, Calendar, Gmail) Ability to work during U.S. Central Standard Time (CST) business hours Comfortable working in fast-paced environments with tight deadlines Nice-to-Have Experience Experience using Sling, TravelPerk, or similar scheduling/travel tools Experience supporting field sales teams or event-based operations Experience tracking operational expenses and budgets Startup or high-growth company experience What Does a Typical Day Look Like? Your day will revolve around keeping operations organized and ensuring events run smoothly from planning to execution. You will: Review upcoming events and confirm logistics Coordinate with venues, representatives, and internal teams Update schedules and manage travel coordination Handle operational questions from the field team Track expenses and maintain operational documentation Monitor deadlines, scheduling updates, and event changes Prepare reports and ensure leadership has clear operational visibility In essence: you are the operational backbone ensuring events, schedules, logistics, and communication stay organized and executed efficiently. Key Metrics for Success (KPIs) Accuracy and timeliness of event coordination Schedule completion and operational consistency On-time communication with reps and stakeholders Accuracy of expense tracking and reporting Reduction in operational issues and scheduling conflicts Responsiveness and execution reliability Interview Process Initial Screening Call Recruiter Interview Final Interview with Client Offer & Onboarding

Responsibilities

Manage end-to-end event logistics, including venue coordination, booth setup, and travel arrangements for field representatives. Oversee team scheduling and operational reporting to ensure all event campaigns are executed on time and within budget.