Event Operations Coordinator

Jobtailor; Medellín; Híbrido; COP 24.000.000 - 34.000.000; Jornada completa

Descripción de la vacante

Jobtailor in Medellín, Colombia, is seeking an organized events and operations coordinator to manage registration, budgets, and logistics for external conferences and trade shows. You will coordinate shipping, inventory, and vendor timelines while maintaining a detailed events calendar and ensuring timely communications with traveling teams.

The role requires 1–2 years in admin/ops/event planning, strong English (C1+), and excellent time management.

Formación

• Based in Medellín, Colombia, with ability to commute to the office 2 days per week.
• 1–2 years of professional experience in administrative, operations, or event planning roles.
• Professional English proficiency (C1 level or higher) mandatory.
• Exceptional time-management and ability to juggle multiple deadlines with high autonomy.
• Comfortable working independently from home and collaboratively from the office, with strong async communication via Slack and email.
• Comfortable using spreadsheets to track budgets, invoices, and expenses; no formal finance background required.
• Willingness to learn HubSpot and Salesforce; prior CRM experience not required.

Responsabilidades

• Coordinate registration and logistics for external conferences, trade shows, and industry dinners.
• Track sponsorship costs, vendor invoices, event-related spending, budgets, and payment deadlines.
• Arrange and track shipping of booth materials, collateral, and swag to event venues.
• Monitor remote event inventory and coordinate vendor reorders.
• Maintain the field events calendar, including registration deadlines, sponsorship commitments, and vendor timelines.
• Send Slack and email reminders to traveling team members regarding deadlines, shipments, deliverables, and event preparation.
• Set up and monitor event registration pages for sponsored or exhibited events.
• Format and clean post-event lead spreadsheets for HubSpot and Salesforce uploads.
• Create event-related social graphics using templates when needed.

Conocimientos

Event Coordination

Budget Tracking

Lead Management

Vendor Coordination

Time-Management

Asynchronous Communication

English Proficiency

Herramientas

HubSpot

Salesforce

Slack

Descripción del empleo

• Coordinate registration and logistics for external conferences, trade shows, and industry dinners.
• Track sponsorship costs, vendor invoices, event-related spending, budgets, and payment deadlines.
• Arrange and track shipping of booth materials, collateral, and swag to event venues.
• Monitor remote event inventory and coordinate vendor reorders.
• Maintain the field events calendar, including registration deadlines, sponsorship commitments, and vendor timelines.
• Send Slack and email reminders to traveling team members regarding deadlines, shipments, deliverables, and event preparation.
• Set up and monitor event registration pages for sponsored or exhibited events.
• Format and clean post-event lead spreadsheets for HubSpot and Salesforce uploads.
• Create event-related social graphics using templates when needed.

Requirements

• Must be based in Medellín, Colombia, with ability to commute to the office 2 days per week.
• 1–2 years of professional experience in administrative, operations, or event planning roles.
• Professional English proficiency (C1 level or higher) is mandatory.
• Exceptional time-management skills and ability to juggle multiple external deadlines with high autonomy.
• Comfortable working independently from home and collaboratively from the office, with strong asynchronous communication via Slack and email.
• Comfortable using spreadsheets to track budgets, invoices, and expenses; no formal finance background required.
• Strong willingness and aptitude to learn HubSpot and Salesforce; prior CRM experience not required.
• Able to troubleshoot logistical issues calmly and swiftly under pressure.

Core Competencies

Demonstrates strong organizational and time-management skills to effectively coordinate events and manage budgets. Proficient in using tools like HubSpot and Salesforce for event tracking and lead management.

Highest-signal resume keywords

• Event Coordination
• Budget Tracking
• Professional English Proficiency (C1)
• Asynchronous Communication
• Logistical Problem-Solving

Hard Skills

• Event Planning
• Spreadsheet Management
• Lead Management
• Vendor Coordination
• Cost Tracking

Soft Skills

• Time-Management
• Autonomy
• Collaboration
• Adaptability
• Communication

Industry Keywords

• Event Logistics
• Sponsorship Management
• Trade Shows
• Conferences
• Inventory Management

Tools & Technologies

• HubSpot
• Salesforce
• Slack