Operations Coordinator

Job Description

Job Description

Description:

About Fudale Events

Fudale Events is a Las Vegas-based experiential event company specializing in large-scale corporate events, creative design, and seamless operations. We thrive on innovation, collaboration, and delivering exceptional experiences for our clients.

Our team is dedicated to transforming ideas into memorable experiences, combining strategic planning, cutting-edge technology, and meticulous attention to detail. From concept development to on-site management, we ensure every aspect of an event reflects our commitment to excellence. With a proven track record of exceeding client expectations, Fudale Events creates immersive and impactful experiences that leave a lasting impression.

About the Role

Fudale Events is seeking a highly organized and proactive Operations Coordinator to join our growing team. In this role, you’ll be the backbone of our event logistics, supporting Operations Team Members to ensure every detail of our programs is flawlessly executed.

From pre-production to on-site operations, you’ll be deeply involved in the planning and production process, gaining invaluable experience in corporate events while working alongside a passionate, fast-paced team.

Key Responsibilities

Event Planning & Logistics

• Support the planning and execution of multiple events simultaneously, from intimate gatherings to large-scale corporate programs.
• Assist Operations Managers with creating and maintaining detailed program itineraries, supporting event documentation but not limited to itineraries, signage, vendor contracts, vendor confirmations, check requests, etc.
• Assist Operations Managers with coordinating essential services including but not limited to transportation, staffing, décor, activities, entertainment, food and beverage, and vendor deliveries.
• Organize and track event details, ensuring accurate documentation in HubSpot (CRM) and internal planning tools.

Vendor Coordination

• Research, source, and communicate with vendors to secure competitive quotes, confirm availability, manage deadlines, and contracts
• Maintain regular communication with vendors and venues to monitor progress, resolve issues, and ensure adherence to event specifications.

Budgeting & Financial Support

• Track approved expenses and assist with expense reconciliation.
• Collect and review vendor invoices for accuracy and coordinate timely processing with the accounting team.
• Provide cost updates to the Operations Manager.

On-Site Event Execution

• Assist Operations Managers with coordinating logistics, managing load-ins/outs, support vendor(s) set-up and strike, staffing, entertainment schedules, etc. and troubleshooting issues as they arise.
• Provide exceptional client service during live events, ensuring all deliverables meet or exceed expectations in conjunction with the team.

General Operations Support

• Maintain and update internal databases, including preferred vendors, venues, and pricing.
• Attend team meetings, production calls and meetings, turnover/debrief sessions, and post-event reporting.
• Jump in where needed—this is a collaborative, all-hands-on-deck environment.

Minimum Qualifications & Expectations

• Minimum 1–2 years of experience in event operations, hospitality, logistics, or a related field (internships count).
• Strong organizational skills with the ability to manage multiple projects and shifting priorities.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint); familiarity with HubSpot, QuickBooks, or other CRM/event management tools a plus.
• Local knowledge of Las Vegas hotels, venues, restaurants, and entertainment vendors strongly preferred.
• Excellent written and verbal communication skills; professional appearance in client-facing situations.
• Calm under pressure with strong problem-solving abilities and a “plan B” mindset.
• Positive attitude, collaborative spirit, and willingness to pitch in wherever needed.
• Flexible schedule, including evenings and weekends during event production.
• Must be able to frequently lift, carry, push, or pull items weighing up to 25 pounds.
• Must possess a valid driver’s license, a reliable vehicle, and proof of valid automobile insurance to travel between work locations during the business day.

Schedule Requirements

• Monday–Friday, 9:00 AM – 5:00 PM (in-office required; occasional remote work may be approved for special circumstances).
• Evening and weekend work required during live events.

Why Join Fudale Events?

This role provides a front-row seat to the exciting world of high-end corporate events. You’ll gain hands-on experience in logistics, vendor management, budgeting, and live event production while contributing to programs that entertain, inspire, and impress.

As part of a growing business, you’ll also enjoy opportunities for career advancement and upward mobility, expanding your skills and taking on greater responsibilities as the company continues to thrive.