Overview
Event Coordinator – REMOTE Jobs in Colombia at Maxwell Social
Title: Event Coordinator – REMOTE
Company: Maxwell Social
Location: Colombia
Reports to: Event Coordinator
Location: REMOTE
Schedule: 50 hours per week (typically Monday–Friday, occasional weekends for event alerts)
Salary: $12,000-36,000
Job Summary
You’ll manage day-to-day logistics for private events, enabling the Lead Planner to focus on sales, strategy, and client relationships. All work is performed remotely.
Key Responsibilities
Daily Tasks
- Update event timelines (2 weeks–2 months out) based on client or vendor changes
- Communicate with clients on details: arrival times, vendor access, music timing, dietary notes, etc.
- Coordinate with vendors to collect COIs, confirm load-in times, and answer logistical questions (entrances, points of contact, delivery receivers)
- Track outstanding payments and deposits; ensure invoices are paid
- Relay final details to the on-site event captain and assigned staff
- Maintain a “day-of” communication thread (WhatsApp, text, email) for each upcoming event
- Check in daily with the Lead Planner to review priorities and open items
- Update run-of-show documents; distribute the latest version to all stakeholders
Weekly Tasks
- Audit events 5–7 days out; confirm all planning details are finalized and send any new changes immediately
- Create and distribute finalized run-of-show documents to clients, vendors, and internal teams
- Attend weekly planning calls, staffing calls, and other meetings to stay aligned with Maxwell’s private-event processes
- Organize vendor documentation (COIs, contracts) into shared folders for each event
- Update pick lists in Tripleseat as needed
- Assist with staffing confirmations in rOS: enter assigned times and shifts
Tools & Platforms
- Google Drive (document storage and collaboration)
- WhatsApp (day-of event communications)
- Ramp (expense management)
- Tripleseat (event pick lists, staffing details)
Event Types
- Weddings
- Brand launches
- Private dinners
Working Conditions
- Fully remote role; no on-site presence required
- Availability for occasional weekend alerts and last-minute changes
- Fast-paced environment; ability to juggle multiple events and deadlines
Qualifications
- Proven experience in event coordination or a similar role
- Excellent organizational skills and attention to detail
- Strong written and verbal communication skills
- Ability to build and maintain relationships with clients and vendors
- Comfortable using Google Drive, Tripleseat, WhatsApp, and other event tools
