Job Title: Event Logistics Coordinator Reports to: Event Coordinator
Location: Remote (Europe / South America - US time zones)
Schedule: Full time, approximately 50 hours per week (primarily Monday through Friday with occasional weekend needs)
Salary: $12,000 to $42,000 annually
Role Summary
Maxwell Social is hiring a remote Event Logistics Coordinator to support staffing, operations, and planning across private and member events. You will ensure each event is properly staffed, prepped, and documented, allowing the planning team to focus on client relationships and creative execution.
This is a logistics-forward role with some client-facing coordination responsibilities. You will manage staffing remotely, review event timelines, flag operational issues, and help maintain structure in a fast-paced, high-touch environment.
Key Responsibilities
Staffing and Scheduling
Remotely assign on-site roles such as bartenders, servers, support staff, and managers based on event needs
Manage and update all staffing schedules in Homebase
Track staff availability, review time-off requests, and flag potential conflicts
Maintain clear communication with on-site team leads regarding shift details, uniforms, and expectations
Onboard new staff in Homebase and maintain contact and availability records
Event Coordination and Planning Support
Review and update BEOs and Run of Show documents in collaboration with the events team
Regularly audit ROS and event timelines to ensure accuracy and flag logistical gaps
Coordinate key event details including vendor access, staff call times, and guest experience notes
Maintain event communication threads using WhatsApp, email, and text
Participate in weekly event planning and staffing calls
Documentation and Tools
Organize and update event folders in Google Drive with finalized documents and vendor COIs
Enter staffing details and update pick lists in Tripleseat
Track vendor communication and documentation for seamless handoff
Distribute finalized Run of Show documents to internal teams, clients, and vendors
Event Types You Will Support
Member events and club programming
Private dinners and social events
Weddings, brand activations, and special occasions
Ideal Candidate
Two to three years of experience in event coordination, logistics, or staffing
Familiar with Homebase, Tripleseat, Google Drive, and WhatsApp
Excellent written and verbal communication skills
Detail oriented, process driven, and calm under pressure
Comfortable managing multiple projects and priorities remotely
Available to occasionally respond to event needs outside standard hours
Working Conditions
Fully remote role with no on-site presence required
Fast-paced environment with changing priorities and tight timelines
Occasional weekend or off-hours communication may be needed
Ten days of paid time off annually
Collaborative, high-performing internal team environment