Overview
Events and Operations Manager Jobs in San Juan, Puerto Rico at Formulation Factory
Title: Events and Operations Manager
Company: Formulation Factory
Location: San Juan, Puerto Rico
Location: San Juan, Puerto Rico (on-site, full-time base)
Reports To: Founder & CEO (Kyle Armour) and Chief of Staff (Daniela Papadakis)
Schedule: Monday–Friday in-office | Full 10-week roadshow, July 26 – September 27, 2026
Structure: Contract through October 2026, with conversion to full-time if the Formulated Series becomes recurring
Compensation: Competitive — commensurate with experience
Mission
Own the operational execution of the Formulated Series — a 10-city, 10-Saturday national tour by RV from San Juan to Miami — and make sure every city runs flawlessly so the Founder, the content team, and the community can focus on what happens on stage.
Role Context
Formulation Factory is a $13M ARR supplement brand built on full ingredient transparency, clinical dosing, and a founder with a compelling origin story. This summer we are taking the brand on the road. The Formulated Series is 10 cities over 10 consecutive Saturdays by RV, with events focused on health, entrepreneurship, mental health, AI, and community.
Every city is a new venue, new vendors, new permits, a new load-in. We need someone who owns all of it so the Founder can stay focused on the stage and the story.
This is not a corporate event planner role. There is no agency, no production company doing it for us. You are the back office and the front of house. You are in the RV, in the venue, on the phone with the next city, and on the floor when doors open.
Your job is to see the problem before it happens and solve it when it does.
What You Own
Venue & Vendor Management
▪️ Own venue sourcing, contracts, deposits, permits, and insurance for all 10 cities
▪️ Negotiate rates, payment terms, and cancellation policies
▪️ Source and manage city-level vendors: AV, catering, staffing, security, photo/video, signage, production, transportation
▪️ Own all vendor payments, reconciliation, and dispute resolution
Tour Logistics
▪️ Own the master tour calendar — city-by-city timeline, travel days, load-in/load-out, run of show
▪️ Coordinate RV logistics, driving routes, crew travel, lodging, and per diem
▪️ Manage the tour budget line by line, by city, with weekly reporting to the Founder and Chief of Staff
▪️ Build contingency plans for AV failure, weather, vendor no-shows, and venue issues
Attendee Experience
▪️ Own ticketing, RSVP flow, check-in, and on-site attendee experience end to end
▪️ VIP coordination — comped tickets, sponsor guests, press
▪️ Pre- and post-event attendee comms with the CX and marketing team
▪️ Handle floor issues in real time — missing tickets, access, dietary needs, accessibility
On-the-Ground Execution
▪️ Travel with the crew to every city — on site, not remote
▪️ Own the day-of timeline and hold every vendor, crew member, and volunteer to it
▪️ Run the venue walk-through, crew briefing, AV check, doors-open moment, and load-out
▪️ Be the point of contact for every vendor and venue manager while the event is live
Post-Event
▪️ Close out each city within 48 hours — payments, reconciliation, retro notes
▪️ Feed learnings into the next city so the tour gets sharper as it goes
▪️ Own the post-tour report: final budget, attendee data, vendor performance, recommendations
Scorecard — Outcomes
By Day 30
▪️ All 10 venues sourced and in contract negotiation. Minimum 6 signed.
▪️ Master tour calendar locked; tour budget v1 delivered
▪️ Vendor shortlist with 3+ quotes per category in priority cities
▪️ Ticketing and RSVP platform live for Puerto Rico pilot
By Day 60
▪️ All 10 venues signed, deposits paid, permits in process
▪️ Primary vendors booked in all 10 cities (AV, catering, staffing)
▪️ Puerto Rico pilot fully planned; crew travel and lodging booked for the tour
▪️ Day-of-event SOP written and reviewed with the crew
By Day 90 (End of PR Pilot)
▪️ Puerto Rico pilot executed on time, on budget, zero critical failures
▪️ Post-event retro delivered within 72 hours
▪️ Weeks 2–10 venues fully locked with signed contracts and vendors confirmed
By End of Tour (Late September)
▪️ 10 cities executed. Zero events cancelled. Zero critical operational failures.
▪️ Tour delivered on or under budget
▪️ Full post-tour report delivered within 2 weeks of the final event
Ongoing KPIs
▪️ On-time event execution: 100% of events start on schedule
▪️ Budget variance: within ±5% per city
▪️ Post-event retro turnaround: within 72 hours of load-out
Scorecard — Competencies
Operational obsession — You live in checklists and vendor trackers. You see gaps in a plan before anyone else and close them without being asked.
Calm under pressure — Something will go wrong in every city. You solve, you don't spiral. The crew stays calm because you stay calm.
Vendor negotiation instinct — You know when to push for a better rate and when to pay the premium for quality. You read contracts carefully.
Founder proximity comfort — 10 weeks on the road with the Founder. You handle founder-level energy and late-night course corrections without losing your center of gravity.
Radical honesty — If a vendor is going to fail, you say so early. You don't let us walk into a known problem.
Speed with quality — Vendor quotes turned around in 24 hours. Retros closed in 72. Polished events, fast pace.
Hospitality mindset — You notice the small things — the temperature of the room, the line at check-in, the person standing alone — and fix them before anyone complains.
Travel and Schedule
The Formulated Series runs 10 cities over 10 consecutive Saturdays from July 26 through September 27, 2026. You are on the road for the full tour — Friday travel and load-in, Saturday event, Sunday load-out.
Outside the tour: Monday–Friday in-office in San Juan. This is not a 9-to-5 role and the right person already knows that.
Explicit Boundaries
This role does not own:
▪️ Content capture or videography — that belongs to the Head of Content & Personal Brand
▪️ Brand voice, event programming, or speaker curation — those belong to the Founder
▪️ Marketing strategy or attendee acquisition — that belongs to the marketing team
▪️ Sponsorship sales — a separate function
▪️ Social media coverage or community management — that belongs to the CX and social team
You own the operational execution. Everything that has to happen for the event to run lives in your lane.
This Role Is Not
▪️ An event planner who sits behind a desk and sends emails to vendors
▪️ A corporate producer who needs a full agency stack to get anything done
▪️ A 9-to-5 operator who doesn't travel or work weekends during the tour
▪️ Someone who waits to be told what to do
The Formulated Series is a once-in-a-career operational challenge — 10 cities, 10 weeks, an RV, a crew, and a founder who is going to leave it all on the stage. If you want to be the person who makes that work, we want to hear from you.
Ideal Candidate
▪️ 3–6+ years in event production, tour management, field marketing, hospitality operations, or production coordination
▪️ Experience running multi-city events, tours, pop-ups, or brand activations — not just single-venue
▪️ Strong vendor negotiation and contract management experience
▪️ Six-figure event budget ownership with line-item discipline
▪️ Sharp PM skills — Notion, Asana, Airtable, or equivalent
▪️ Wellness, fitness, supplements, music, or lifestyle CPG experience a plus
▪️ Existing vendor/venue relationships in NYC, Miami, LA, Austin, Nashville, Chicago, Denver, Dallas, Atlanta, or Philly strongly preferred
▪️ PR-based or willing to relocate
▪️ Available for the full 10-week roadshow (July 26 – September 27, 2026)
▪️ Fluent English; Spanish a meaningful plus
▪️ AI-native — uses AI tools as systems, not novelties
▪️ Reference list of past events you've produced required — no exceptions
Our Culture
Radical Honesty — We say what needs to be said. No hidden agendas, no softened truths. Integrity isn't a policy, it's a hiring standard.
Relentless Drive — We move fast and treat speed as a competitive advantage. We own outcomes without being asked.
Selfless Service — Every formula, every product, every interaction traces back to something bigger than the transaction. The person on the other end is the reason for our process.
