Remote Event Coordinator

About the role

We are looking for a Remote Event Coordinator to manage the day‑to‑day logistics of private events such as weddings, brand launches and private dinners. Working fully remotely, you will support the Lead Planner by handling timelines, vendor communication, payment tracking and on‑the‑day coordination, allowing the team to focus on sales and client relationships.

Key responsibilities

• Update event timelines 2 weeks to 2 months in advance based on client or vendor changes.
• Communicate detailed event information to clients, vendors and internal staff (arrival times, music cues, dietary notes, load‑in schedules, etc.).
• Collect certificates of insurance, confirm load‑in times and answer logistical questions for vendors.
• Track deposits and outstanding payments, ensuring invoices are settled.
• Maintain a “day‑of” communication thread (WhatsApp, text, email) for each event and relay final details to the on‑site event captain.
• Audit events 5–7 days out, finalize run‑of‑show documents and distribute them to all stakeholders.
• Organize vendor documentation into shared Google Drive folders and keep Tripleseat pick lists up to date.
• Participate in weekly planning, staffing and process alignment calls.

Required profile

• Proven experience in event coordination or a closely related role.
• Excellent organizational abilities and strong written and verbal communication skills.
• Ability to build and maintain relationships with clients and vendors.
• Comfortable working in a fast‑paced environment with multiple simultaneous events.

Required skills

• Google Drive for document storage and collaboration.
• WhatsApp for real‑time day‑of communications.
• Ramp for expense management.
• Tripleseat for event pick lists and staffing details.

What we offer

• Fully remote work with flexible weekday schedule and occasional weekend alerts.
• Opportunity to support high‑profile private events and develop expertise in event logistics.