Event Planner

Jobtailor; Houston (TX); On-site; USD 45,000 - 75,000; Full time

Job summary

Jobtailor in Houston is seeking an experienced Events & Operations Coordinator to manage travel, lodging, and payroll for event staff across camps and competitions.

You will work with hotels, travel agencies, and internal teams to ensure accurate timekeeping, payroll processing, and compliance with labor policies. Roles include staff scheduling, budgeting, and post-event financial reporting.

Qualifications

• Bachelor’s degree or equivalent work experience in business or related field.
• Minimum 3 years of events experience preferred.
• Cheer or Dance experience preferred.
• Strong knowledge of Salesforce, UKG, Workday, LMS and Concur for reporting.
• Proficiency in Excel, SharePoint, and Adobe Suite.
• Excellent verbal and written communication; able to work independently or with a team.

Responsibilities

• Coordinate all travel and lodging for event personnel for camps, competitions, and related events.
• Collaborate with external vendors (hotels, travel agencies) as needed.
• Serve as primary timekeeping and payroll contact to ensure accurate compensation.
• Monitor staffing hours, overtime, and meals/rest break compliance.
• Audit timecards, resolve discrepancies, and meet payroll deadlines.
• Support timecard approvals, labor budgeting, and compliance with timekeeping policies.
• Confirm staff for competitions and communicate with event personnel before planning.
• Distribute event information to staff and judges prior to events.
• Assist with box office staff, admissions reporting, and internal ticket systems.
• Prepare post-event financial details with Event Coordinator and Finance Manager.
• Assist budgeting and forecasting pre-event financials with Event Coordinator.
• Drive travel targets by adjusting schedules and logistics to meet goals.
• Maintain relationships with event groups to increase retention.
• Organize ground transportation based on arrivals and departures.
• Assess staff intent to work each season and set pay rates by service years.

Skills

Event Coordination

Payroll Administration

Budgeting

Data Reporting

Timecard Auditing

Staff Scheduling

Logistics Management

Compliance Monitoring

Financial Forecasting

Multi-tasking

Education

Bachelor’s degree in business or related field

Equivalent work experience

Tools

SalesForce

UKG

Workday

Varsity University LMS

Concur

Microsoft Office

Sharepoint

Adobe

Job description

• Coordinate all travel and lodging arrangements for event personnel, including staff, judges, and other event support roles, for camps, competitions, and related events.
• Work closely with external suppliers and vendors as needed (hotels, travel agency, etc.)
• Serve as the primary point of contact for event timekeeping and payroll administration, ensuring accurate, compliant, and timely processing of employee compensation.
• Monitor staffing hours, schedules, overtime, and meal/rest break compliance, proactively identifying and addressing potential labor and wage-and-hour risks.
• Audit timecards and payroll records, investigate discrepancies, resolve missed punches and payroll exceptions, and ensure all corrections are completed prior to payroll deadlines.
• Partner with event leadership and managers to support timecard approvals, documentation, labor budget adherence, and compliance with company timekeeping policies and procedures.
• Partner with Staffing Directors to confirm staff for competitions and communicate closely with event personnel prior to planning staff assignments, housing, and travel.
• Communicate travel and all necessary event information to staff and judges prior to the event.
• Assist with collaborating with the Event Coordinator and other office staff to ensure best practices are followed.
• Assist and/or schedule box office staff and/or manage internal ticket systems and admissions reporting as needed.
• Responsible with preparing pertinent post event details and financial information with Event Coordinator and/or Finance Manager.
• Assist with budgeting and forecasting pre-event financials with Event Coordinator.
• Drive achievement of travel targets by proactively adjusting schedules and logistics to maintain alignment with operational goals.
• Maintain relationships with groups and staff from events to increase retention.
• Organize ground transportation for event personnel by coordinating travel manifest based on arrivals and departures.
• Assist with evaluating staff intent to work each season and establish staff pay rates based on years of service.
• Serves in a mid-level management and/or support role at events.

Requirements

• Bachelor’s degree in business or related field or equivalent work experience.
• Experience of at least 3 years in events preferred.
• Cheer or Dance experience preferred.
• Knowledge of SalesForce, UKG, Workday, Varsity University LMS, and Concur including how to pull reports and input data.
• Strong fluency in Microsoft Excel, Sharepoint, and Adobe along with other Microsoft Office programs.
• Excellent verbal and written communication skills.
• Ability to work independently and as a team.
• Ability to multi-task and work efficiently.
• Strong organizational skills and attention to detail.
• Strong time management and attention to timelines.

Core Competencies

Demonstrates expertise in event coordination, including travel and lodging arrangements, payroll administration, and compliance with labor regulations. Proficient in managing staffing logistics and financial forecasting to support successful event execution.

Highest-signal resume keywords

• Event Coordination
• Payroll Administration
• Microsoft Excel
• SalesForce
• Time Management

ATS Optimization Keywords

Hard Skills

• Event Coordination
• Payroll Administration
• Budgeting
• Data ReportingTimecard Auditing
• Staff Scheduling
• Logistics Management
• Compliance Monitoring
• Financial Forecasting
• Multi-tasking

Soft Skills

• Excellent Communication
• Organizational Skills
• Attention to Detail
• Team Collaboration
• Independent Work

Industry Keywords

• Event Management
• Labor Compliance
• Travel Coordination
• Staffing
• Competition Management

Tools & Technologies

• SalesForce
• UKG
• Workday
• Varsity University LMS
• Concur
• Microsoft Office
• Sharepoint
• Adobe