Hospitality Operations Coordinator

Job Description

Job Description

We’re looking for a high-energy, organized person who likes being in the middle of the action.

This is not your typical administrative assistant job .

One minute you might be sitting in a staff meeting taking notes and turning the conversation into an actual to-do list. The next you’re printing BEOs for the culinary team, figuring out why an event is short two servers, posting a job on Indeed, tracking down a truck, or making an emergency store run because somehow we have everything for Saturday’s event except the one thing we actually need.

In other words: you’re the quarterback.

Your job is to know what’s happening, what’s supposed to happen next, and who needs what to make it happen.

We operate a fast-moving hospitality and events company. There are a lot of personalities, a lot of events, and occasionally a little organized chaos. We need someone who enjoys that environment rather than being intimidated by it.

What Your Week Might Look Like

Monday — Get Everyone Organized

You’ll participate in our weekly staff meeting, take detailed notes, prepare meeting minutes, and turn discussions into clear follow-ups and to-do lists for the team.

You’ll also get the week's events organized by printing event orders, BEOs, culinary paperwork, chef clipboards, and whatever else our teams need to walk into the week prepared.

The goal is simple: set everyone up for success before they have to ask.

Tuesday — You're Off

Yes. Actually off. (Real people need a day to go to bank or the dentist, right?)

Wednesday — Keep Clients & the Team Moving

You'll help make sure our client meetings don't disappear into the abyss.

We use AI recording and transcription tools during meetings. You'll make sure meetings are recorded, transcripts are organized, action items are identified, and follow-up gets where it needs to go.

You don't need to personally know every answer. You just need to make sure the question eventually gets answered.

Thursday — Get the Weekend Ready

You'll prepare and print pack lists, coordinate paper-product orders, double-check event needs, and help identify anything we're missing before the weekend.

You'll also handle the random projects that inevitably come up in a growing company:

Print photos for a wall. Send client thank-you notes. Post a hiring ad. Track something down. Make a phone call. Fix a document. Figure out who can work Saturday.

If you're someone who hears "Can you figure this out?" and immediately starts figuring it out, you'll probably like this job.

Friday — Final Checks & Load-Out

Friday is about making sure Saturday doesn't become unnecessarily exciting.

You'll confirm trucks, load-out plans, staffing details, timing, and anything else that needs to be locked down before our busiest events.

This is the day to catch the little things.

Is the right truck assigned? Does everyone know when they're supposed to arrive? Is the equipment ready? Did something change? Is there something we're forgetting?

You'll also tackle whatever odd jobs have surfaced during the week.

The goal is to leave Friday knowing that Saturday has a plan.

Saturday — Mission Control

Saturday is where this position becomes especially important.

You'll be based primarily at the desk acting as mission control for our events happening across the area.

You'll answer calls from staff and event teams, confirm employee arrival times, track trucks and deliveries, troubleshoot problems, and keep an eye on what's happening across multiple events.

If a truck was supposed to leave at 2:00 and hasn't moved, you'll figure out why.

If someone hasn't arrived, you'll start tracking them down.

If an event team needs something, you'll help figure out how to get it there.

And occasionally, you may be the solution.

If an event needs an emergency delivery or a backup truck, you should be comfortable grabbing the keys and getting it where it needs to go.

You're not expected to personally solve every problem. You are expected to make sure problems don't sit around waiting for someone else to notice them.

You're Our Staffing Quarterback

A major part of this position is helping make sure our events actually have the people needed to execute them.

You'll work with Nowsta to manage schedules, monitor staffing levels, communicate with employees, identify holes in the schedule, and coordinate temporary staffing when necessary.

You'll look at upcoming events and constantly ask:

Do we have enough people?

Are the right people assigned?

Has everyone confirmed?

If someone drops out, what's Plan B?

We don't want to discover Saturday afternoon that Saturday night's event is four people short.

You're the person helping prevent that.

And Then There's Everything Else

Hospitality doesn't always cooperate with a job description.

Sometimes you'll maintain food tabs or administrative records.

Sometimes you'll place an order.

Sometimes you'll help organize an office.

Sometimes you'll post a job opening.

Sometimes you'll print pictures because someone decided a wall looks empty.

And sometimes you'll be handed a credit card and told:

"We forgot something. Can you run to the store?"

If that sounds beneath you, this probably isn't the right position.

If your response is "Yep—what do we need?" , keep reading.

Who We're Looking For

We want someone who is fun, sharp, dependable, organized, and comfortable with a little chaos.

You should be the type of person who:

• Actually enjoys working with people
• Has a personality and isn't afraid to use it
• Can keep track of 15 small things without losing the important one
• Communicates clearly and follows up relentlessly
• Notices problems before someone has to point them out
• Isn't afraid to pick up the phone
• Can learn new software without needing a three-week training program
• Understands that "I sent the email" isn't always the same thing as "the problem is solved"
• Can be professional with a client and joke around with the team five minutes later
• Doesn't need every task to fit neatly inside a job description
• Likes checking things off a list
• Can handle a fast-moving environment without becoming overwhelmed
• Is comfortable occasionally saying, "Don't worry, I've got it."

Hospitality or event experience would be helpful, but we're much more interested in finding the right personality and operating style .

We can teach you our systems.

It's much harder to teach someone to be resourceful, dependable, curious, and fun to work with.

What Success Looks Like

When you're doing this job well, the rest of the company feels more organized.

Meetings actually result in action.

People know what they're responsible for.

Chefs have their paperwork.

Events have their staff.

Pack lists are ready.

Trucks leave when they're supposed to.

Employees arrive when they're supposed to.

Client follow-up happens.

Supplies get ordered.

Problems get caught earlier.

And when something inevitably goes sideways, you're one of the people helping us figure out what happens next.

If you're looking for a job where every day is identical, this isn't it.

If you want to become an important part of a growing hospitality company, work with a team that moves quickly, and have a job where people genuinely notice when you're crushing it—we'd like to meet you -and if you read all of this, call us right away