Operations Coordinator - Orlando, Florida

Hello! Destination Management is a prominent National Destination Management company with a network of over 14 offices spread across the country and a dedicated team of more than 250 professionals. Known for excellence and creativity, our company is a collaborative powerhouse of event planners, logistics coordinators, innovators, creators, and dreamers who are passionate about crafting exceptional experiences. Our commitment to quality and customer satisfaction is reflected in the 57 industry awards we have earned to date, solidifying our reputation as a leader in the destination management industry.

As an Operations Coordinator at Hello! Destination Management, you will play a pivotal role in supporting the Director of Operations, Account Managers, and Program Managers to ensure seamless program execution from start to finish. This full-time role involves a variety of responsibilities including vendor management, logistics coordination, reporting, and maintaining operational readiness for diverse programs. The position requires someone who is strategic, detail-oriented, and highly organized to manage complex logistics and maintain effective communication with internal teams and external partners.

Your role will begin even before programs are sold, assisting with pre-booking transportation and field staff, managing manifests that support preliminary pricing, and coordinating essential supplies and merchandise. You'll also be actively involved in the creative aspects by managing graphic RFPs and facilitating branding needs. Once programs are officially sold and transitioned by the Account Executive, you will take a hands-on role in confirming vendor contracts, updating manifests, scheduling transportation and field staff, and preparing program recaps for clients, hotels, and internal contacts.

During program execution, you will coordinate production schedules, prepare staff instructions, submit required permits, and maintain up-to-date costing sheets using DMCPro software. Your role culminates in the conclusion of programs where you will reconcile vendor invoices, prepare preliminary invoices, and organize files for billing, thereby ensuring all operational and financial details are accurately managed.

Hello! Destination Management prides itself on fostering an inclusive workplace and adheres strictly to equal opportunity principles, embracing diversity and providing accommodations to enable all team members to succeed. This position demands strong organizational, time management, and communication skills, along with proficiency in Microsoft Excel and Word. The ideal candidate exhibits a proactive and analytical approach to problem-solving, meticulous attention to detail, and a positive, professional attitude. This role is essential in maintaining the high standards our clients expect and upholding the quality and integrity of every program we deliver.

At Hello! Destination Management, employment is offered on an at-will basis, affirming the flexibility and mutual respect in our employer-employee relationship. We are committed to transparency regarding compensation and offer reasonable accommodations throughout the application and employment process to support all candidates and employees. Join us to be part of an award-winning team that thrives on collaboration, innovation, and passion for delivering extraordinary experiences.