Operations Coordinator

Valid8 Financial, Inc.; Corona (CA); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

401(k) with employer match

Paid holidays and PTO

Job summary

SPJA is seeking an Event Planning Coordinator to manage and coordinate services for all SPJA events, including budgets, policies, customer service, and fulfillment with clients and vendors.

The role requires in-office work with some off-site meetings and events. Responsibilities include training volunteers, drafting layouts, collaborating across teams, and providing comprehensive pre-, on-site, and post-event support.

Qualifications

• Experience budgeting and coordinating events.
• Proficiency with SketchUp or CAD for space planning.
• Excellent organizational and time management skills.
• Strong written and verbal communication.
• Experience with volunteers and vendors is a plus.

Responsibilities

• Draft event layouts and floor plans per venue guidelines.
• Respond to attendee and vendor inquiries and resolve issues.
• Train volunteers on standard operating procedures.
• Develop internal policies and procedures for events.
• Collaborate with internal and external groups to meet goals.
• Prepare budgets, proposals, and reports.
• Coordinate with sales to ensure satisfaction of contracted items.
• Provide pre-event, onsite, and post-event support.
• Create and update fulfillment reports for sponsors.
• Liaise between clients and vendors to ensure service levels.
• Cross-train staff and streamline inter-department communication.

Skills

Budget analysis

Time management

Leadership

Vendor coordination

Communication

Problem-solving

Attention to detail

Volunteer management

Deadline adherence

Event planning

Education

Bachelor's degree in event management or related field

Tools

SketchUp

CAD

Microsoft Office

Job description

Who we are: We are a leading entertainment company based in Southern California, known for hosting unforgettable anime events and conventions. We are seeking talented Event Planning Coordinators to join our dynamic team and bring your creativity to life in the world of anime fandom.

Purpose of this Role:

The Operations Coordinator is responsible for the management and coordination of services pertaining to any and all SPJA events. This includes overseeing processes and procedures, development and training on policies, customer service, and fulfillment/coordination with clients and vendors.

Functions of this Role:

• Draft event and room layouts in accordance with all venue guidelines and regulations.
• Respond and assist, in a timely manner, with attendee and vendor inquiries including providing support in the resolution of issues.
• Provide training to appointed volunteers on Standard Operating Procedures as outlined in SPJA’s policies.
• Assist in the development of internal policies & procedures for SPJA related topics and needs.
• Collaborate with all internal and external groups to achieve operational goals.
• Research, organize, compose, and present budgets, project proposals and reports as necessary.
• Work directly with the sales team to ensure overall satisfaction and fulfillment of contracted items.
• Provide pre-event, onsite, and post-event support for all aspects of fulfillment.
• Create and update fulfillment reports and provide reports to sponsors as needed.
• Liaise between clients and vendors to ensure services and service levels comply with SPJA operational needs.
• Streamline communication among volunteer departments to ensure adherence to SPJA processes and procedures. Cross train staff as needed.

Job Location:

The Event Planning Coordinatorwill be based in-office. However, this position must also be able to attend off-site meetings, conferences, and events as necessary.

Background and Experience :

Skills we are looking for:

• Ability to analyze budget numbers for conformance to budgetary guidelines.
• Familiarity with SketchUp and/or CAD.
• Excellent organizational and time management skills.
• Demonstrated critical thinking and analytical skills and very high attention to detail.
• Must possess strong problem-solving skills and judgment.
• Ability to meet deadlines in a fast-moving environment.
• Strong leadership skills.
• Strong computer skills, including Microsoft Office and online software programs.
• Strong verbal and written communication skills.
• Ability to communicate and articulate directives clearly.
• Respect for anime, Japanese culture and its lifestyle, and familiarity with fandom communities is a plus.
• Work is primarily performed in a business office but may also spend time on in public venues, conference centers, business meetings and traveling.
• The noise in the work environment is usually moderate; no ise level at events are loud.
• Work is usually performed in a fast paced environment.

Compensation

• Pay is based on qualifications and experience. We offer a competitive benefits package that includes medical, dental, vision, life insurance, FSA accounts, 401(k) plan with employer match, 12 paid holidays and Paid Time Off.