Hybrid Event & Operations Coordinator

Utopia Experience; St. Louis (MO); Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

Retirement plan with 100% match up to

Flexible paid time off and holidays

Hybrid in-office schedule

Nonprofit active involvement

Job summary

Utopia Experience, a full-service event planning company with a production edge, is seeking an Operations Coordinator in Missouri. You’ll handle bookkeeping, payroll, invoices, taxes, HR support, and office management to keep our operations smooth and compliant.

Hybrid schedule with in-office days and remote work, a team that values initiative and clear communication, and benefits including a retirement match and flexible PTO.

Qualifications

• 2–3+ years in bookkeeping, office administration, or operations.
• Organization — you keep a lot of moving parts straight without dropping any.
• Clear communication — you write and talk clearly and keep people in the loop.
• Initiative — you spot problems and flag issues before they become emergencies.
• Comfort with modern tech (QuickBooks, HubSpot, Monday.com, Google Sheets, Claude, GPT).

Responsibilities

• Manage accounts payable in accounting system — vendor payments, subcontractor payments, and internal reimbursements.
• Track accounts receivable and follow up on outstanding invoices; send payment reminders and contract follow-ups in crm.
• Reconcile the weekly accounts payable schedule with the VP of Operations and process approved payments each pay cycle.
• Process bi-weekly payroll and retirement/IRA contributions, and prepare contribution reports for our financial advisors.
• Reconcile credit card and bank transactions weekly.
• Monitor and pay monthly bills on schedule; flag any unrecognized charges.
• Verify invoiced amounts, sales tax, and processing fees are applied correctly.
• Prepare quarterly tax filings and assist with annual tax prep; maintain reports for our CPA.

Skills

Organization

Resourcefulness

Clear communication

Initiative

Tech-savvy

Tools

QuickBooks

HubSpot

Monday.com

Google Sheets

Claude

GPT

Job description

Utopia Experience, a full-service event planning company with a production edge, is seeking an Operations Coordinator in Missouri. You’ll handle bookkeeping, payroll, invoices, taxes, HR support, and office management to keep our operations smooth and compliant.

Hybrid schedule with in-office days and remote work, a team that values initiative and clear communication, and benefits including a retirement match and flexible PTO.