Operations & Administrative Coordinator

Utopia Experience is a full-service event planning company with a production edge — we plan and manage conferences, galas, and corporate events, and we understand A/V, production, and video at a level most planners don't. Whether we're partnering with franchise brands on their annual conventions, producing a company's annual sales kickoff, or helping nonprofits rethink how they bring people together, we're dedicated to the success of our clients. We don't just plan events — we build relationships, and we care about how every attendee and sponsor experiences the room. WHAT YOU'LL ACTUALLY DO: 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 Manage calendars across the team — schedule meetings, coordinate across schedules, and run regular audits to catch conflicts and keep everyone on time and prepared Track and follow up on open action items across the leadership team Schedule meetings on behalf of the team and prepare agendas, materials, and reminders Event & Travel Coordination Book travel for staff attending events — hotels, flights, rental cars, and ground transportation Coordinate event sponsorship packages and related logistics ahead of conferences and shows Support the events team with vendor research during busy seasons — sourcing and vetting photographers, speakers, caterers, entertainment, and specialty vendors Office & Operations Management Negotiate and manage utility and service contracts — phone, internet, insurance, lease, and similar Run day-to-day errands — post office runs, mailings, and purchasing supplies and materials for the office Manage office inventory and supplies (ordering, restocking, budget) Coordinate the office cleaning schedule and maintenance needs Serve as point of contact for office vendors (HVAC, landlord, insurance, etc.) Maintain organized digital and physical filing systems HR & Compliance Support Prepare compliance and audit paperwork and track filing deadlines File annual personal property tax declarations Handle employee onboarding and offboarding paperwork via e-signature Process out-of-office requests and maintain the company calendar (PTO, birthdays, anniversaries, company days off) WHAT YOU BRING 2–3+ years in bookkeeping, office administration, or operations Organization — you keep a lot of moving parts straight without dropping any, and a full plate feels satisfying, not stressful Resourcefulness — when you hit something unfamiliar, you figure it out: dig up how it was done last time, find the right person to ask, make a reasonable call and keep moving Clear communication — you write and talk clearly, keep people in the loop, and can say "no" or "not yet" without friction Initiative — you spot problems before they become emergencies and flag the thing that looks off instead of walking past it Comfort with modern tech (QuickBooks, HubSpot, Monday.com, Google Sheets, Claude, GPT) WHAT MAKES UTOPIA A GREAT PLACE TO WORK: Retirement plan with 100% match up to 3% Flexible paid time off and holidays (essentially unlimited PTO… We don't do formal PTO - that system is antiquated. Just don’t take advantage, and we’re all good!) Truly awesome people - we don't have needless meetings, don't tolerate egos and genuinely like each other. You will love it here. We believe in doing good. A large part of our business is serving non profit organizations that are making the world a better place to live We work hard, have fun, learn each day, challenge each other, and we have an incredibly transparent and collaborative atmosphere Hybrid schedule - In-office: Tuesday, Wednesday, Friday | Work from home: Monday, Thursday #J-18808-Ljbffr Utopia Experience