Event Operations Coordinator

About Us HighLevel is a cloud-based, all-in-one white-label marketing and sales platform that empowers marketing agencies, entrepreneurs, and businesses to elevate their digital presence and drive growth. We are proud to support a global and growing community of over 2 million businesses, from marketing agencies to entrepreneurs to small businesses and beyond. Our platform empowers users across industries to streamline operations, drive growth, and crush their goals. HighLevel processes over 15 billion API hits and handles more than 2.5 billion message events every day. Our platform manages 470 terabytes of data distributed across five databases, operates with a network of over 250 microservices, and supports over 1 million domain names. Our People With over 1,500 team members across 15+ countries, we operate in a global, remote-first environment. We are building more than software; we are building a global community rooted in creativity, collaboration, and impact. We take pride in cultivating a culture where innovation thrives, ideas are celebrated, and people come first, no matter where they call home. Our Impact Every month, our platform powers over 1.5 billion messages, helps generate over 200 million leads, and facilitates over 20 million conversations for the more than 2 million businesses we serve. Behind those numbers are real people growing their companies, connecting with customers, and making their mark - and we get to help make that happen. Learn more about us on our YouTube Channel or Blog Posts Who You Are You are a highly organized, detail-oriented, and dependable professional with a passion for making things run smoothly behind the scenes. Whether it’s managing event inventory, coordinating swag, or supporting team logistics, you thrive in operational roles where you can bring structure, clarity, and a touch of creativity to every task. You have a natural sense of ownership and enjoy working across teams to support a variety of initiatives—from international travel coordination to internal team celebrations. You’re the kind of person who keeps checklists tight, timelines on track, and surprises delightful. You bring a “no task too small” attitude, and you’re excited to contribute to a team that values efficiency, collaboration, and culture-building. What You'll Be Doing

Event Logistics & Inventory Management

• Maintain and track event kits and swag inventory, ensuring items are well-organized and easily accessible in the Dallas office.

• Own the daily movement of event materials in and out of the office. With items coming and going at all times, this person will be responsible for ensuring everything is properly sent out, tracked, and fully accounted for upon return.

• Receive, process, and restock returned items. Conduct quarterly audits to maintain inventory accuracy and ensure readiness for upcoming events.

• Collaborate with the events team to design and implement efficient, scalable storage solutions for the new office setup.

• Support shipping needs for other event planners and internal team members, ensuring timely and accurate dispatch of materials.

Swag Coordination & Feedback

• Fulfill internal swag requests and assist with swag distribution and organization.

• Collect feedback from internal teams on swag and event kit usability to inform future improvements.

• Assist with ordering and restocking swag as needed.

• Recommend improvements to swag fulfillment and kit processes to increase efficiency and satisfaction.

• Vendor & Team Management: Source and manage vendors, delegate tasks, and maintain clear communication and accountability across the team.

• Cross-Team Collaboration: Work with marketing, ops, and comms teams to ensure smooth event execution. Conduct post-event analysis and reporting.

Customer Recognition

• Customer Awards Management: Manage the entire customer awards process, from communication and data collection to production and delivery. Collaborate with vendors and internal teams to ensure timely, cost-effective execution. Track progress, gather feedback, and continually refine the program for optimal impact.

• Process Ownership: Manage the full customer awards workflow—communication, data pulls, order placement, production, and follow-up.

• Budget & Vendor Oversight: Handle budgeting and vendor coordination to ensure high-quality, cost-effective awards delivery.

• Onsite Support: Participate in key events like the HighLevel LevelUp Summit, managing logistics and supporting customer engagement.

Operational & Office Support

• Office Upkeep: Work from the Dallas office 5 days per week.

• Act as a backup for responding to Freshdesk inquiries typically handled by the Office Admin. 

• Maintain internal SOPs, trackers, and dashboards to support visibility and consistency.

• Provide light office coordination: manage supplies, assist with vendor communication, and support visiting team members.

• Partner with cross-functional teams like People Ops and Affiliate to execute internal activations and swag logistics.

Travel Coordination

• Book flights, accommodations, and transportation for team retreats and events.

• Coordinate roommate pairings and manage travel preferences.

• Support international travel by assisting with visa and passport requirements.

• Stay current on international travel regulations and documentation timelines to ensure compliance.

Team Culture & Engagement

• Support international and internal team events by helping plan experiences and logistics.

• Contribute to team culture by assisting with celebrations, recognition moments, and surprise & delight efforts.

• Help create inclusive, engaging experiences that reflect HighLevel's values and energy.

Budget Tracking (Optional/As Needed)

• Track swag, shipping, and inventory expenses using provided dashboards and templates.

• Support reporting and reconciliation processes when needed.

What You'll Bring

• 1+ years of experience in event coordination, logistics, operations, or administrative support roles.

• Strong organizational skills and a detail-oriented, follow-through mindset.

• Proficiency with tools like Google Workspace, ClickUp, and spreadsheets.

• Excellent communication and collaboration skills across departments.

• Must be available to work and attend in-person or virtual meetings during US hours, Monday through Friday, 9:00 am - 5:00 pm CST.

• A “get it done” attitude with the ability to manage and prioritize multiple requests.

• Adaptability and resilience when navigating shifting priorities.

• Discretion and professionalism when handling sensitive information.

• Comfort with learning new platforms and navigating multiple systems.

Experience/Education/Certifications Required:

• Must be available to work and attend in-person or virtual meetings during US hours, Monday through Friday, 8:00 am - 5:00 pm CST.

• Bachelor's degree in Event Management, Marketing, or related field preferred.

• Experience with virtual and hybrid event platforms.

• Proficiency in event management software and Microsoft Office Suite.

• Strong organizational and project management skills, with the ability to manage multiple projects simultaneously.

• Strong organizational and multitasking skills, with the ability to manage multiple events simultaneously. 

• Proven ability to work independently when needed.

• Demonstrated approach to problem-solving and conflict management. 

• Must be proactive, accountable, eager to learn, and ready for challenges.

• Excellent verbal and written communication skills.