Emerald · 11 hours ago
Operations Coordinator - Overland Expo
San Juan Capistrano, CA
Full-time
Onsite
Entry Level
$55K/yr - $60K/yr
1+ years expEmerald is a company that produces over 140 annual events and delivers content through various channels. They are seeking an Operations Coordinator to manage the logistics of Overland Expo events, including staff and event logistics, sales logistics, and post-event wrap-up.
ContentEventsMarketing
Responsibilities
Contact hotel for room blocks and group rates
Manage rooming grids and relationships with hotels
Book rental cars for ground transportation
Book flights for all staff and independent contractors attending events
Finalize all Staff Catering and Dietary Needs
Organize all staff meals for the entire duration on-site at the event
Ensure beverages, snacks, and potable water is available
Manage all travel documents (i.e. arrival/departure, rooming hotel grid, catering)
Collect, submit and track all staff event T&E expenses
Research service provider options for all events
Book or contract service providers as requested
Manage tent contractor
Manage decorator assets (tables, chairs, linens)
Manage tent floor plans
Manage deployment of all rental assets
Assist with staffing agency management (i.e. box office, security, parking)
Assist with temporary staffing hires
Assist with planning maps for on-site at events
Assist arrival doc creation
Assist with contracting Independent Contractors to work events
Submit and track invoices in conjunction with event expenses
Ensure onsite sponsorship fulfillment for packages sold by the team
Organize, manage and ensure exhibitor in-booth parties are planned and executed to meet the clients needs and expectations
Manage financial reconciliation on payment invoices and client payment for F&B activations
Assist Sales Team with fulfilling on-site Exhibitor and Sponsor requests and needs
Communicate with exhibiting clients on questions and concerns
Deploy exhibitor arrival instructions
Manage exhibitor and sponsors lists
Oversee assets prior to and on-site at events that correlate to exhibiting companies and sponsors
Deploy asset requests and manage Sponsorship fulfillment in advance and on-site at events
Receive, review, and all post-event expense reports
Provide operations wrap-up per event including suggestions on streamlined operations for future events
Return all ordered rentals
Work with management on finding efficiencies and best practices in planning all logistical aspects of events
Maintaining a workflow and task list for event logistics to ensure the timely completion of said tasks
Understand and work towards an event expense budget, including finding savings where possible without devaluing the services provided to consumers
Communicate and help troubleshoot problems as they arise before, during, and after events
Be available for regular staff meetings. (weekly or as needed)
Be available to travel to venues before the event for planning purposes
Other work as assigned and mutually agreed upon
Qualification
Required
1+ years experience in event coordination or hospitality
Team player who enjoys working with multiple people to achieve results
Strong project management multitasking skills, and attention to detail
Excellent written and verbal communication, problem solving, and organizational skills
Thorough working knowledge of the entire Microsoft Suite
Customer Service Experience is a plus
The ability to excel in a busy deadline driven environment
Task orientated, ability to focus on time-sensitive deliverables leading up to an Event
Travel to events
Benefits
Unlimited vacation for exempt employees
Flexible working locations
401(k) plan with a company match
Medical/dental/vision coverage with inclusive provisions including transgender services and fertility benefits
Parental and caregiver leave
Dependent, commuter and FSA benefits
Professional development programs like Toastmasters
Mental wellness tools
Company
Emerald
Emerald create content to ensure that our customers are on the cutting edge of their industries and are continually developing their skills.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Emilie Lewis
Senior Vice President & Brand Leader, MJBiz
Recent News
2025-08-13
2025-08-13
MarketScreener
2025-08-04
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