Event Coordinator

Play Interactive; Coppell (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

Play Interactive is seeking an organized Event Coordinator to support the planning and execution of Bandai Card Games Fest Orlando and other events. You will coordinate logistics, track deadlines, and support staff from planning through load out.

You will assist with vendor coordination, travel, budgeting, and on-site operations, ensuring open tasks are closed and deliverables meet schedules.

Qualifications

• Experience supporting events with moving parts such as activations, conventions, or tournaments.
• Strong organizational skills and attention to detail in tracking tasks.
• Clear written and verbal communication abilities.
• Comfort with spreadsheets, shared documents, and project management tools.
• Able to travel and work early mornings, evenings, weekends when events require.
• Willing to handle both administrative tasks and hands-on event work.
• Authorized to work in the United States.

Responsibilities

• Support planning, timelines, task tracking, and daily coordination.
• Coordinate venue requirements, equipment, shipping, and other logistics with vendors.
• Assist with staff communications, onboarding materials, and on-site support.
• Track project expenses and reconcile equipment and open tasks.
• Prepare event guides and staff instructions for operations.

Tools

Airtable

Google Workspace

Slack

Job description

We’re looking for an organized, hands‑on Event Coordinator to support the planning and execution of Bandai Card Games Fest Orlando and other events. You’ll keep the details moving across multiple teams, track deadlines, coordinate logistics, and support our event staff from planning through load out.

About Play Interactive

Play Interactive is a full-Service Experiential Marketing & Events Agency — Creating immersive brand experiences across gaming, fandom, and pop culture.

Play!TCG, a division of Play Interactive, delivers world-class fan engagement and integrated marketing experiences across the Trading Card Game Ecosystem. Leading Organized Play For One Piece, Gundam, Digimon, Dragon Ball Super, Union Arena and more!

Description

About Play Interactive

Play Interactive is an experiential marketing and events agency working at the center of gaming, fandom, and pop culture. Through our Play!TCG division, we run organized play for some of the biggest trading card games in the world, including One Piece, Gundam, Digimon, Dragon Ball Super, and Union Arena.

What You’ll Do

Event planning and coordination

• Support project managers and event leads with planning, timelines, task tracking, and daily coordination.
• Maintain event documents, schedules, contact lists, meeting notes, and action items.
• Follow up with internal teams, vendors, venues, and partners to keep deliverables on schedule.
• Help prepare event guidebooks, staff instructions, schedules, and other operational materials.
• Track open questions, changes, and risks, and escape issues when decisions or additional support are needed.

Logistics and vendor support

• Coordinate venue requirements, equipment, supplies, signage, shipping, and other event logistics.
• Collect quotes, organize vendor information, and track orders and delivery deadlines.
• Support travel and hotel coordination for staff and event personnel.
• Track project expenses, invoices, and purchase documentation with the project and finance teams.
• Coordinate with our warehouse team on equipment pulls, packing lists, shipments, and returns.

Staff and on site operations

• Assist with staff communications, scheduling, onboarding materials, and event check in.
• Prepare team leads and event staff with the information and materials they need.
• Provide on site support during load in, event days, and load out.
• Troubleshoot issues, communicate updates, and keep teams aligned in a fast paced event environment.
• Collect post event notes and help reconcile equipment, expenses, and open tasks.

What You Bring

• Experience supporting events, live production, brand activations, conventions, tournaments, hospitality, or other projects with many moving parts.
• Strong organizational skills and a consistent approach to tracking details and following through.
• Clear written and verbal communication skills.
• Comfort with spreadsheets, shared documents, project management tools, and team messaging platforms.
• Ability to manage multiple priorities, meet deadlines, and escape issues when needed.
• A collaborative, resourceful attitude and willingness to take on both administrative and hands‑on event work.
• Availability to travel and work early mornings, evenings, and weekends when events require it.
• Ability to stand and walk for long periods and lift up to [25] pounds during setup and teardown.
• Must be authorized to work in the United States.

Nice to Have

• Experience with trading card game events, gaming tournaments, conventions, or fan focused activations.
• Familiarity with Airtable, Google Workspace, and Slack.
• Experience coordinating event staff, vendors, shipping, or travel.
• Interest in anime, gaming, trading card games, or pop culture.

You don’t need to meet every preferred qualification to apply. We’re interested in people who are organized, dependable, eager to learn, and excited to help create great experiences.

Schedule

This role includes busier periods around event deadlines and travel, with early mornings, evenings, weekends, and extended on site days during events.

Play Interactive is an equal opportunity employer. We welcome applicants of all backgrounds and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic.