Event Logistics & Operations Coordinator

Join GrowthAssistant as an Event Logistics & Operations Coordinator!

We’re looking for a detail-oriented, tech-savvy Event Logistics & Operations Coordinator who can keep complex workflows running smoothly across virtual and in-person events. If you enjoy coordinating moving pieces, managing tools, and ensuring every event runs flawlessly from planning to follow-up, this role is for you!

Salary Range: PHP 75,000 - 83,000 per month
Note: Rate/Salary will depend on your current competencies matched to the position’s job description and requirements based on the assessment results.

The Benefits

• Work Set-up: Permanent Work From Home
• Bonuses:
  • Attendance Bonus of $ 25 for every monthly perfect attendance
  • Performance Bonus
  • Anniversary Bonus of PHP 5,000 for your 1st year in service and PHP 10,000 for 2 to 3 years in service
  • Referral Bonus of $ 300 for every successful referral
• Holiday Paid Time Off (PTO) for 7 days in a year
• Paid Time Offs (PTO) for 6 days in a year
• Healthcare Plan
• Parental Leave

CORE TASKS

Logistics, Shipping & Fulfillment Operations (50–60%)

• Execute branded merchandise, print material, and event supply orders across third-party platforms such as swag vendors, FedEx, Staples, and similar fulfillment tools
• Manage repeatable ordering workflows based on internal team instructions, including selecting approved items, entering quantities, placing orders, and confirming details
• Track shipments from order placement through delivery and provide timely status updates to internal stakeholders
• Maintain organized logs of all event-related orders, quantities, costs, tracking numbers, and delivery status
• Coordinate shipping of event materials to venues, branches, or internal stakeholders and help ensure items arrive on time
• Support inventory tracking for branded merchandise and event materials by updating spreadsheets and flagging replenishment needs when instructed
• Follow established SOPs, templates, and handoff processes to ensure consistent execution and visibility

Administrative & Operational Coordination (20–25%)

• Schedule internal meetings tied to event planning and execution cadences
• Support recurring coordination tasks, calendar holds, and administrative follow-up for the events team
• Prepare and maintain trackers for logistics, orders, shipment status, invoices, and task progress
• Send organized internal updates on what has been ordered, what is in transit, what has been delivered, and what still requires follow-up
• Help maintain process documentation, templates, and repeatable workflows as the team continues to refine operations

Vendor, Venue & Event Platform Support (10–20%)

• Conduct initial outreach to approved vendors or venues using team-provided lists, templates, and direction
• Follow up with vendors and partners to gather basic information, confirm details, or help keep timelines moving
• Support administrative work inside Cvent or similar event platforms within approved permissions and non-PII boundaries
• Assist with platform setup or execution tasks where access can be appropriately scoped
• Research venue or vendor options when requested, based on clear criteria and team guidance

Invoice & Expense Coordination (10–15%)

• Track invoices and event-related expenses associated with shipping, print materials, branded merchandise, and fulfillment
• Partner with internal stakeholders to ensure invoices are submitted, logged, and followed through for payment
• Maintain accurate cost tracking in spreadsheets or other designated tracking tools
• Help ensure order and expense documentation is complete, organized, and easy to reconcile
• Collaborate w/ AP (finance) to ensure vendor and venue payment

MUST-HAVE

• Experience in logistics coordination, fulfillment support, administrative operations, executive support, event operations, or another execution-heavy support role
• Comfort with Excel (navigating spreadsheets, updating data, following existing formulas - no programming required)
• Excellent organizational skills and close attention to detail across repetitive, multi-step workflows
• Ability to proactively problem-solve
• Experience working across multiple tools or platforms while maintaining accuracy and follow-through
• Ability to follow defined processes, SOPs, and templates consistently
• Strong written English for internal communication, status updates, and basic vendor outreach
• Comfortable supporting U.S. business hours, with overlap for Mountain Time
• Ability to manage high-volume, repeatable operational tasks with reliability
• Comfort working in a supportive, execution-focused role rather than a strategic or highly client-facing one
• Experience handling order tracking, shipping coordination, deadline-sensitive administrative work, or similar operational tasks

NICE-TO-HAVE

• Experience with Cvent
• Experience with related event technology platforms such as Bizzabo, Swoogo, Lanyon, or StarCite
• Prior experience supporting event operations, hospitality operations, or administrative coordination in a fast-paced environment
• Experience with branded merchandise ordering, print coordination, or marketing fulfillment workflows
• Familiarity with FedEx, Staples, swag vendors, or similar third-party fulfillment platforms
• Experience maintaining inventory records, shipment logs, or order trackers