Corporate Event Planning - Operations Coordinator - Orlando, Florida

OPERATIONS COORDINATOR

We are a National Destination Management company with over 14 offices nationwide and over 250 Team Members and growing. We are the collaborators, event planners, logistics coordinators, innovators, creators, and dreamers who do what we love with a passion to please. We have over 57 industry awards as a demonstration of our commitment to excellence. Come be part of this award-winning team!

OVERVIEW OF POSITION: The Operations Coordinator supports the Director of Operations, Account Managers and Program Managers in program execution, vendor coordination, logistics, reporting, and overall operational readiness.

SKILLS REQUIRED: Strong organizational, time management, and communication skills; a proactive and analytical approach; attention to logistical detail; proficiency in Microsoft Excel and Word; strong interpersonal skills; and a positive, professional attitude.

Prior to programs being sold, the Operations Coordinator will assist with the following for the Operations Team:

• Pre-book transportation.
• Pre-book field staff.
• Prepare arrival and departure manifests for preliminary pricing.
• Assist with program recaps.
• Order any necessary merchandise or supplies.
• Coordinate graphics RFPs for branding needs.

Once a program has been sold and turned over by the Account Executive, the Operations Coordinator will assist individual Account Managers and Program Managers with the following:

• Confirm vendor contracts.
• Update and prepare arrival and departure manifests.
• Update or book transportation arrangements.
• Update or schedule field staff.
• Order any necessary merchandise or supplies.
• Prepare and distribute program recaps to clients, hotels, and internal contacts.
• Prepare staff instructions and paperwork.
• Prepare maps and directions.
• Submit fire permits or tent permits, as needed.
• Create creative production schedules.
• Update DMCPro costing sheets as programs are executed.

CONCLUSION OF PROGRAM:

• Update DMCPro costing sheets.
• Reconcile vendor invoices.
• Prepare preliminary invoices.
• Organize files for billing.

Equal Opportunity Employer (EEO) Statement

Hello! Destination Management is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, marital status, sexual orientation, gender identity, veteran status, or any other protected characteristic in accordance with applicable federal, state, and local laws.

ADA Essential Functions Statement

The tasks listed above represent the essential functions of the position. Additional duties may be assigned as needed. Candidates must be able to perform these essential functions with or without reasonable accommodation.

Physical & Environmental Requirements

This position requires the ability to remain in a stationary position, move about the workplace, and operate standard office equipment. Physical requirements are described using ADA - compliant, non - exclusionary language.

Reasonable Accommodation Statement

We are committed to providing reasonable accommodations to individuals with disabilities to enable successful performance of essential job functions. If you need accommodation during the application or employment process, please notify Human Resources.

Pay Transparency Notice

Where required by applicable law, we disclose a good faith compensation range that reflects what we reasonably expect to pay at the time of hire for this role. The actual offer may vary based on factors such as job-related skills, experience, education, certifications, and market conditions. For locations without a pay range disclosure requirement, candidates may still request the pay scale for this role during the process. We do not request or rely on salary history where prohibited by law.

At-will Employment

As an employee of Hello! Destination Management, your employment has been and continues to be “at-will.” This means that during the course of employment with the Company, employees are free to terminate their employment with the Company at any time, with or without a reason, and the Company has the right to terminate employees at any time, with or without a reason. Although the Company may choose to terminate an employee for cause, cause is not required. No one other than the President of the Company has the authority to alter this at-will employment arrangement, to enter into an agreement for employment for a specified period of time, or to make any agreement contrary to this at-will arrangement. Furthermore, any such agreement must be in writing and must be signed by the President of the Company.

Disclaimer

This is not a comprehensive listing of duties and responsibilities. Duties, responsibilities, and activities may change at any time with or without notice to meet evolving business needs.