Nashville Operations Coordinator

Description

ABOUT VITICUS GROUP

At Viticus Group, we are more than just an organization — we are a community of innovators, educators, and professionals dedicated to advancing science, medicine, and education. Based in Las Vegas, we provide hands-on continuing education courses, conferences, and training programs that connect experts from around the world with the latest advancements in research, technology, and practical application.

Our mission is to bridge the gap between cutting-edge science and real-world practice, empowering professionals to take what they learn and apply it in meaningful ways that improve lives, industries, and communities.

Are you someone who loves science, thrives on learning, and gets inspired by innovation? Join us as we teach and share the discoveries that drive progress — because at Viticus Group, education fuels innovation.

JOB SUMMARY

The Nashville Operations Coordinator provides administrative, client-facing, and operational support for clinical events and related programs. This position assists with event planning and logistics by ensuring information is accurately entered into systems, maintaining operational records, coordinating catering and transportation details, supporting client and vendor communication, managing digital signage needs, and serving as a point of contact for event-related coordination. The coordinator assists with Customer Service Associate coverage when needed and helps ensure scheduled events are organized, documented, and aligned with Viticus Group standards.

EDUCATION, EXPERIENCE SKILLS & ABILITIES

Education

• High school diploma or equivalent required.
• ServSafe Food Handler Certification, or equivalent, required within 30 days of hire.

Experience

• Two years of customer service and/or coordinating or administrative experience required.
• Event, hospitality, healthcare, veterinary, or operations support experience preferred.

Skills & Abilities

Communication & Interpersonal Skills

• Strong communication skills, including clear writing, reading comprehension, and effective verbal communication.
• Ability to maintain professional communication with clients, vendors, internal teams, and external partners by phone, email, and in person.
• Excellent interpersonal skills with the ability to build and maintain positive, supportive relationships within and outside the organization.
• Ability to work collaboratively with a diverse range of individuals while remaining passionate, compassionate, and professional at all times.

Time Management & Accountability

• Excellent organizational, time management, and prioritization skills.
• Ability to work independently while managing multiple priorities and supporting cross-department needs.
• Strong work ethic, including punctuality, initiative, dedication, follow-through, and a professional demeanor.
• Ability to remain calm and exercise sound judgment in difficult or changing situations.

Technology, Scheduling & Operational Support

• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and related programs.
• Ability to monitor and support event calendars, scheduled readiness, administrative follow-up, and operational documentation.
• Ability to perform accurate data entry and maintain operational records.
• Knowledge of, or willingness to learn, food safety and sanitation practices consistent with Tennessee Department of Health guidelines.

Flexibility & Work Ethic

• Flexible schedule and availability to work year-round, including weekday and weekend availability.
• Willingness and ability to travel for company-related business, including events, trainings, and operational support, while maintaining professional conduct and communication.
• Neat and professional appearance.
• Commitment to upholding the organizational mission and vision.

Driving & Compliance

• Valid driver’s license and ability to meet insurability requirements if operating company or rental vehicles.
• Ability to assist with transportation logistics and coordination for events, participants, vendors, and operational needs.
• Ability to support scheduling and dispatching of transportation services as needed.

JOB SPECIFIC DUTIES

Event Coordination & Administrative Support

• Monitor and support the event calendar, ensuring readiness for scheduled events.
• Assist with event planning and coordination by ensuring event information is accurately entered into systems and communicated to appropriate internal and external contacts.
• Provide administrative and operational support across departments, including data entry and maintaining accurate operational records.
• Assist with administrative needs such as catering, transportation confirmations, client call support, scheduling support, and internal coordination.

Client, Vendor & Customer Service Support

• Maintain professional communication with clients via phone and email and assist with Customer Service Associate coverage when needed.
• Anticipate and proactively address client needs, including special requests and event-related changes.
• Communicate professionally with vendors, following established approval processes.

Catering, Signage & Logistics

• Ensure meals are delivered and set up on time; communicate changes with vendors and clients.
• Manage digital signage/logos, ensuring proper display and functionality for events.
• Assist with transportation logistics and coordination for events and participants, including scheduling and dispatching transportation services.

Compliance, Food Safety & Professional Standards

• Follow food safety and sanitation practices consistent with Tennessee Department of Health guidelines and obtain required ServSafe Food Handler Certification, or equivalent, within 30 days of hire.
• Maintain professional conduct, neat appearance, confidentiality, and positive working relationships while representing Viticus Group.

Viticus Group is an equal opportunity employer and will not discriminate in recruiting, hiring, training, promotion, transfer, discharge, compensation or any other term or condition of employment on the basis of race, religion, color, age, sex, national origin, gender, or on the basis of disability if the employee can perform the essential functions of the job, with a reasonable accommodation if necessary.

WHY YOU WILL LOVE WORKING HERE

We offer a vibrant and supportive work environment where your contributions are highly valued, and your professional growth is our priority. You will have the opportunity to work on impactful projects, develop your expertise in Veterinary & Human Health education, and make meaningful contributions to the field. At Viticus Group, we are committed to fostering a culture of excellence, collaboration, and innovation. We believe in work-life balance and infuse our professional ethos with fun through team outings, friendly contests, and shared lunches. Joining Viticus Group means becoming part of a dynamic and supportive community where your efforts are not only recognized but celebrated.

PERKS

• Competitive & Transparent Salary – Know what you’re worth and be paid fairly for it.
• Comprehensive Benefits (Full-Time Employees) – Medical, Dental, Vision, Short & Long-Term Disability, and Life Insurance are 100% employer-paid.
• 401(k) with 3% Company Match (Full-Time Employees) – Invest in your future with our retirement savings plan.
• Supportive & Collaborative Work Culture – Be part of a mission-driven team that values connection, communication, and kindness.
• Ongoing Professional Development (Full-Time Employees) – From workshops to conferences, we support continuous learning and career growth
• Wellness Programs (Full-Time Employees) – Access wellness resources and incentives designed to support your mental and physical well-being.
• Employee Recognition & Appreciation Events – We celebrate wins—big and small—throughout the year!
• Unique Industry Impact – Make a meaningful difference in veterinary medicine and animal health.
• Work-Life Balance – We value your time with predictable scheduling and occasional flexibility based on role and business needs.
• Fun Workplace Culture – Holiday contests, team lunches, and just enough quirks to make work more enjoyable.

Requirements

PHYSICAL REQUIREMENTS

Viticus Group is committed to principles of equal opportunities for all employees. The Company will provide reasonable accommodations that are necessary to comply with State and Federal disability discrimination laws.

General Requirements

• Ability to sit, use hands and fingers, talk or hear, and smell continually.
• Ability to stand, walk, and reach frequently.
• Ability to climb or balance, stoop, kneel, or crouch occasionally.

Lifting and Carrying

• Ability to frequently lift and carry up to 10 lbs.
• Ability to occasionally lift and carry up to 50 lbs.

Vision and Hearing

• Close vision required to see computer monitors, read documents, and operate copy and fax machines.
• Distance vision is required to drive an automobile if driving is a requirement of the job.

Work Environment

• Work environment is indoors and climate controlled.
• Occasionally exposed to outdoor weather conditions.
• Moderate noise levels as found in a business office with computer printers, households with TVs and dishwashers, and driving in light traffic.