Event Logistics Coordinator

Job Title: Event Logistics Coordinator

Reports to: Event Coordinator

Location: Remote (Europe / South America - US time zones)

Schedule: Full time, approximately 50 hours per week (primarily Monday through Friday with occasional weekend needs)

Salary: $12,000 to $42,000 annually

Role Summary

Maxwell Social is hiring a remote Event Logistics Coordinator to support staffing, operations, and planning across private and member events. You will ensure each event is properly staffed, prepped, and documented, allowing the planning team to focus on client relationships and creative execution.

This is a logistics-forward role with some client-facing coordination responsibilities. You will manage staffing remotely, review event timelines, flag operational issues, and help maintain structure in a fast-paced, high-touch environment.

Key Responsibilities

Staffing and Scheduling

• Remotely assign on-site roles such as bartenders, servers, support staff, and managers based on event needs
• Manage and update all staffing schedules in Homebase
• Track staff availability, review time-off requests, and flag potential conflicts
• Maintain clear communication with on-site team leads regarding shift details, uniforms, and expectations
• Onboard new staff in Homebase and maintain contact and availability records

Event Coordination and Planning Support

• Review and update BEOs and Run of Show documents in collaboration with the events team
• Regularly audit ROS and event timelines to ensure accuracy and flag logistical gaps
• Coordinate key event details including vendor access, staff call times, and guest experience notes
• Maintain event communication threads using WhatsApp, email, and text
• Participate in weekly event planning and staffing calls

Documentation and Tools

• Organize and update event folders in Google Drive with finalized documents and vendor COIs
• Enter staffing details and update pick lists in Tripleseat
• Track vendor communication and documentation for seamless handoff
• Distribute finalized Run of Show documents to internal teams, clients, and vendors

Event Types You Will Support

• Member events and club programming
• Private dinners and social events
• Weddings, brand activations, and special occasions

Ideal Candidate

• Two to three years of experience in event coordination, logistics, or staffing
• Familiar with Homebase, Tripleseat, Google Drive, and WhatsApp
• Excellent written and verbal communication skills
• Detail oriented, process driven, and calm under pressure
• Comfortable managing multiple projects and priorities remotely
• Available to occasionally respond to event needs outside standard hours

Working Conditions

• Fully remote role with no on-site presence required
• Fast-paced environment with changing priorities and tight timelines
• Occasional weekend or off-hours communication may be needed
• Ten days of paid time off annually
• Collaborative, high-performing internal team environment