Event Coordinator/Office Manager

Cupix; Austin (TX); On-site; USD 40,000 - 70,000; Full time

Job summary

An innovative technology firm is seeking a detail-oriented Event Coordinator/Office Manager to support exciting events and manage essential office operations. In this dynamic role, you'll play a key part in organizing conferences, trade shows, and workshops while ensuring smooth logistics and a positive experience for attendees. Your organizational skills will shine as you manage equipment inventory and coordinate shipping for events. If you're proactive, adaptable, and thrive in fast-paced environments, this is a fantastic opportunity to contribute to a cutting-edge company making waves in the visual content industry.

Qualifications

• 3+ years of experience in event management and office coordination.
• Proficiency in Google Workspace and Microsoft Office Suite.

Responsibilities

• Assist in planning and coordinating events like conferences and trade shows.
• Manage inventory and logistics for company equipment.

Skills

Event Coordination

Logistics Management

Communication Skills

Multitasking

Problem-Solving

Inventory Management

Education

Associate's Degree in Event Planning

Equivalent Experience

Tools

Google Workspace

Microsoft Office Suite

Salesforce

Job description

About Cupix

Cupix is a cutting edge technology company revolutionizing the way we experience visual content with the most flexible and easy-to-deploy 3D digital twin platform. The Cupix platform enables users to capture their site in 3D with a 360 camera, then leverage cloud-based tools for remote navigation, 4D documentation, analysis and collaboration.

We are seeking a highly organized and detail-oriented individual to join our team as an Event Coordinator/Office Manager. In this dual role, you will play a key part in supporting our events, including conferences and trade shows, while also managing essential office operations and equipment logistics.

Job Summary:

The Event Coordinator will provide crucial support for the planning and execution of Cupix events, ensuring smooth operations and a positive experience for attendees. Additionally, this role will be responsible for maintaining accurate inventory of company equipment, coordinating its shipment and collection for events and other needs, and supporting general office management tasks. The ideal candidate will be a proactive problem-solver with excellent organizational, communication, and multitasking skills.

Roles and Responsibilities:

Event Support:

• Assist in the planning and coordination of Cupix events, including conferences, trade shows, workshops, and customer events.
• Support event logistics, such as venue research, vendor communication,material preparation, exhibitor booth planning
• Coordinate event registrations, track RSVPs, and manage attendee communications.
• Hold team meetings to coordinate preparation for events with sales and support teams who will be attending.
• Organize shipping of materials and merchandise to events and back to the Cupix office.
• Provide remote support for on-site Cupix personnel at events, to ensure smooth execution.
• Assist in the preparation, shipping and return of event materials, including presentations, handouts, and promotional items.

Supply Chain Management and Order Fulfillment:

• Hardware Assembly: Assemble hardware kits and other SKU-based items with accuracy and consistency, ensuring all components are present and properly packaged.
• Inventory Management: Monitor stock levels and reorder essential supplies—including cameras, kit boxes, and accessories—based on minimum order quantities (MOQ), safety stock thresholds, and vendor lead times (LT).
• Procurement Coordination: Place supply orders with approved vendors and manage the restocking process to avoid disruptions in inventory availability.
• Customer Order Fulfillment: Fulfill customer orders by preparing and shipping camera kits based on sales entries and requests received via Salesforce, ensuring accurate and timely delivery

Equipment Management:

• Maintain a detailed inventory of company equipment, including cameras, hardware, and other event-related items.
• Coordinate the shipping and receiving of equipment for events, demos, and other purposes.
• Ensure equipment is properly packaged, labeled, and tracked during transit.
• Manage the collection of equipment after events and ensure its safe return.
• Inspect equipment for damage or malfunction and coordinate repairs or replacements as needed.
• Organize and maintain storage areas for equipment.

Office Management:

• Assist with general office tasks, such as ordering supplies and managing mail.
• Support office organization and maintain a clean and efficient work environment.
• Provide administrative support to team members as needed.

Qualifications:

• Associate's degree or equivalent experience in event planning, logistics, or a related field.
• At least 3 years of experience in Event management and as Office Manager.
• Proven experience in event support or coordination is preferred.
• Strong organizational, time-management, and multitasking skills.
• Excellent communication, interpersonal, and problem-solving skills.
• Ability to work independently and as part of a team.
• Proficiency in Google Workspace and Microsoft Office Suite (Word, Excel, Outlook).
• Experience with shipping and logistics coordination is a plus.
• Ability to lift and move equipment and event materials.

Desired Attributes:

• Highly detail-oriented and able to manage multiple projects simultaneously.
• Proactive and resourceful with a strong work ethic.
• Excellent communication and interpersonal skills.
• Adaptable and able to thrive in a fast-paced environment.
• Composed and resourceful under pressure, able to solve problems quickly in high-stress or last-minute situations.