Events & Swag Operations Coordinator

We're hiring an Events & Swag Operations Coordinator to own event logistics and merchandise operations as an ongoing function, not a one-off project. This person becomes the single point of accountability for every conference, hackathon, partner event, and happy hour the company attends or hosts, plus the swag program that supports them and the broader team year-round. What You'll Own Events, end to end - Source and compare venues, quotes, and packages for events across the US - Manage vendor relationships for signage, banners, print, and booth materials - Set up and manage registration platforms, ticketing, QR check-in, and on-site scanning logistics - Build backwards-planned timelines for every event, working from the event date to lock ordering, production, and shipping deadlines with real buffer - Coordinate travel and on-site logistics for anyone representing the company at an event - Run post-event wrap-up: lead handoff to sales, vendor invoices closed out, retrospective notes captured Swag, as a standing program, not a per-event scramble - Own the full swag lifecycle: sourcing, vendor negotiation, ordering, inventory tracking, and reordering - Maintain a running inventory so the team always knows what's on hand before defaulting to a new order - Manage a small vendor roster and know their lead times, minimums, and quality tradeoffs well enough to recommend fast - Track spend against budget across the year, not just per event - Anticipate need: know what's coming on the events calendar early enough that swag is never the rushed, last-minute line item Operations and reporting - Maintain one clear tracker across all active events and swag orders: task, owner, deadline, status - Give weekly status updates without needing to be chased for it - Flag risks early: a vendor slipping a deadline, a budget creeping past estimate, a venue contract term that needs sign-off What We're Looking For - 2 to 4 years in event operations, marketing operations, procurement, or logistics, ideally coordinating US-facing work from a remote location - Proven ability to manage multiple vendors, budgets, and deadlines at once without close supervision - Comfortable owning a budget line and making judgment calls on vendor selection and quantities - Experience with event registration platforms - Strong written communication for vendor emails, internal updates, and status reporting - Detail-oriented, particularly around lead times, quantities, and delivery windows across multiple concurrent orders - Comfortable working across US time zones Nice to Have - Experience with AWS or other cloud or tech partner marketing programs - Experience building and maintaining project trackers in Excel or Google Sheets