Operations Coordinator

About the Business We are an events business in a fast paced city, coordinating many vendors and elements into one seamless experience for our clients. The Role This is the operational hub of the business. Client communication, booking vendors, calendar management, and day\-to\-day logistics all run through this role, freeing the Founder to focus on marketing, creative work, and client relationships at the highest level. What You'll Do Client Communication \& Booking * Own the client inbox: respond to inquiries, send agreements, answer FAQs, and manage the client relationship start to finish * Handle client correspondence, check\-ins, and follow\-ups * Handle team correspondence, making sure all vendors are properly booked for the event * Monitor the day of the event, making sure everything is running smoothly * Book the team for each job: confirm vendor availability, send details, add them to the calendar, and confirm arrival the week before, the day before, and day of Calendar, Payments \& Vendor Management * Manage the Founder's calendar, in addition to the team calendar * Handle venue payments directly * Alert the bookkeeper whenever a vendor needs to be paid * Submit new vendors to the bookkeepers for setup, and double\-check existing vendors are still in the system Day\-Of Logistics * Be the day\-of point of contact for all team members and clients on logistical questions, including location, timing, and client details * Check in with the team whenever an event is underway to make sure things are running smoothly * Handle on\-site problems as they're escalated, for example a team member needing to shift locations for weather or construction * Route creative questions to the Founder; handle everything else Escalate to the Founder: Creative questions, and emergencies only when there's no solution in hand (try to solve it first). Everything else is this role's call to handle directly. Who You Are * Highly organized, comfortable juggling client communication, team bookings, and calendar management at the same time without anything slipping * A clear, warm communicator, since you're often the client's main point of contact and represent the brand in every message * Calm under pressure and a sharp problem\-solver, since day\-of issues get routed to you * Trustworthy with confidential information, since client details, vendor contacts, and business logistics all run through this role * Takes initiative and looks for solutions before being asked, rather than needing constant direction * Has good judgment about when to make the call independently versus when to loop in the Founder Great Fit For Someone Who * Loves being the person who keeps everything running smoothly behind the scenes * Enjoys a mix of client communication, organization, and problem\-solving * Finds satisfaction in anticipating needs and catching issues before they become problems * Wants to be a key part of a small, growing team * Works quickly and can juggle multip