Event Operations Coordinator

Orlando, FL, USA|Remote, Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Weekend Shifts

Night Shifts

Benefits

Health Insurance

Disability insurance

simple IRA

Paid holidays

vacation accrual

Comp day policy

Half day Fridays

Work from home

perks

store discounts

Race entries

Job Description

Track Shack Events is a locally owned event marketing company specializing in organizing running and walking events aimed at helping individuals achieve their health and wellness goals. Situated in Central Florida, Track Shack Events produces 16 unique road races throughout the region each year, promoting active lifestyles through endurance sports participation. The company is well known for its community engagement and dedication to fitness culture and operates as the sister company to Track Shack, a specialty running retailer that supports runners with expert gear and advice. As an established player in the event marketing space, Track Shack Events is dedicated to delivering professionally managed events that foster community spirit and personal achievement. The business thrives on its organizational excellence and a deep passion for endurance sports, hosting events that range from fun runs to competitive races that attract athletes of all levels.

The role of the Event Operations Coordinator at Track Shack Events is vital to the smooth execution and success of these races and ancillary activities. This position requires a highly organized and proactive individual capable of managing both event logistics and warehouse operations. The ideal candidate will work closely with Event Managers to coordinate all logistical aspects, including equipment procurement, transportation, setup, and teardown activities, ensuring that each event runs efficiently and meets the high standards expected by participants and sponsors alike. Beyond event days, the Coordinator will maintain an organized, safe, and well-stocked warehouse, overseeing inventory management systems for equipment and signage, scheduling maintenance and repairs for company vehicles, and managing deliveries. The role demands hands-on involvement starting from preparation before events, coordinating deliveries on race days, to managing post-event logistics. Individuals with a passion for event operations, a knack for problem-solving, and the ability to work both independently and collaboratively in a fast-paced environment will find this role rewarding. The Event Operations Coordinator will be essential in bringing the energy and professionalism Track Shack Events is known for to all its race day activities and warehouse management tasks. This position requires attention to detail, operational savvy, and a strong work ethic as well as physical ability to manage equipment and labor-intensive activities. The job offers a blend of indoor administrative work and outdoor event involvement, including nights and weekends during peak race season. This is a full-time role based primarily at the Track Shack Events Office in the Mills50 District of Orlando, with expectations to attend various local event sites. The salary will be competitive and commensurate with experience, reflecting the importance of this role in the company’s ongoing success. Candidates passionate about endurance sports and event management are encouraged to apply and contribute to the vibrant culture of Track Shack Events.

Job Requirements

Minimum of 1-3 years of experience with event management operations, or related field
high school diploma or equivalent
college degree preferred

Job Qualifications

Passion for event operations, event production or endurance sports/industry
excellent communication, planning, organizational and follow up skills
experience working in and maintaining an organized warehouse
experience working on an event site with vendors and event staff crews
experience with AV equipment
strong computer skills, with proficiency in the Microsoft Office Suite
strong work ethic: standards of integrity and credibility, demonstrates accountability in work product
large vehicle and forklift experience, or willingness to learn and gain certification
ability to work nights, weekends, and non-traditional hours as required by event schedules
ability to work indoors and outdoors, lift up to 70 lbs and stand for extended periods

Job Duties

Collaborate with Event Managers on comprehensive logistics planning and equipment procurement for all local events
provide operational support for all ancillary events
manage rental inquiries for Track Shack Events' owned equipment
coordinate the arrangement of event rental vehicles, generators, and other necessary equipment on an event-by-event basis
handle operations pick-ups and deliveries to and from vendors as needed
strategically load and unload event vehicles before, during, and after events to maximize efficiency
assist managers with closing packet pick-up at Track Shack and preparing all registration supplies for race day
be among the first to arrive on event day with Event Managers to unload equipment before the broader Day-of-Race staff arrives
ensure all equipment brought to an event is accounted for, loaded, and returned to its designated place in the warehouse post-race
accurately count and report quantities of water bottles, water gallons, cups, food items, etc. during the post-event unloading process
drive event vehicles to and from race sites as needed
oversee and maintain a consistently clean, organized, and safe warehouse environment
implement and maintain an organized and accurate warehouse equipment inventory system
develop, implement, and manage a detailed and organized signage inventory system
ensure all Track Shack Events-owned equipment is in excellent working condition and adheres to all maintenance schedules
receive all Track Shack Events company deliveries, notify the appropriate parties, and establish a clear system for logging all incoming deliveries
manage the preventative maintenance and repairs for company-owned vehicles, keeping meticulous maintenance logs
schedule and track maintenance for long-term lease vehicles
create and manage an efficient vehicle check-out system for the office
manage weekly disposal of office and warehouse recycling and trash