What are the responsibilities and job description for the Operations Coordinator position at SweetPea Meetings?

Join our growing team at SweetPea Meetings! We are looking for an Operations Coordinator to strengthen the operational backbone of our meeting management business. This role is central to enhancing our workflows, ensuring operational accuracy, and providing seamless support to our team.

This position offers remote work flexibility; however, candidates must be available to meet in-person at our Scottsdale Quarter office up to bi-weekly as needed for meetings.

ABOUT US

SweetPea Meetings is a boutique, white-glove event planning firm specializing in corporate conferences and meetings. With over 20 years of experience, we create memorable experiences for intimate gatherings of 50 to large-scale conferences with 2,000 attendees. Managing multiple events each month, we pride ourselves on meticulous planning, proactive problem-solving, and an unwavering commitment to client success.

We’re a small, hardworking, and driven team, looking for someone who thrives in a collaborative environment and values working closely with a tight-knit group to achieve big results.

ABOUT YOU

You are an organized and exceptionally detail-oriented professional who thrives on the meticulous aspects of operations. With a passion for organization and a keen eye for accuracy, you take pleasure in ensuring that every piece of data is correct and that all tasks are completed with precision. Your proactive nature drives you to improve processes, and you excel in both independent problem-solving and collaborative environments. You're someone who naturally takes ownership, consistently ensures everything is in order, and finds deep satisfaction in the details and organization of your work.

RESPONSIBILITIES & REQUIREMENTS :

Process, Project Management & Documentation :

Oversee the management of the Click Up team project management tool by setting up and delegating tasks, ensuring regular updates, and maintaining smooth operation.

Operational Efficiency :

Keep the master event list and team calendar updated with all relevant information such as dates, expenses, and attendee numbers.

Process, reconcile, and finalize post-meeting venue pick-up reports and team expense reports.

Record and reconcile data post-events to ensure all numbers are accurate and accounted for.

Organize and maintain Google Drive folders with correct document naming and filing.

Reconcile financial data and records as needed.

Setup weekly team meeting templates

Provide event specific support to team members upon request.

On Site Event Support :

Occasional on-site event support at a SweetPea Meetings event

TRAVEL REQUIREMENTS

Travel to domestic events is occasionally required, typically 1-2 times per year, as operational support is needed. Modes of travel may include airplanes, trains, taxis, and cars.

PHYSICAL REQUIREMENTS

While the role generally does not require heavy physical activity, the occasional need to lift and carry items over 40 pounds may arise during event support. Event days can be long, sometimes exceeding 14 hours, and may require standing for prolonged periods. A positive, can-do attitude is essential. Candidates should also be equipped to set up a quiet and distraction-free remote home office and be capable of traveling a few times a year to assist with event execution.

QUALIFICATIONS

Bachelor’s degree in a relevant field (e.g., Business, Accounting, or Operations) or equivalent professional experience.

2-4 years of experience in accounting, operations, or a similar role, preferably in a small business or event management environment.

Collaborative and resourceful, with a positive attitude and strong dependability.

Excellent interpersonal, written, and verbal communication skills.

Exceptional attention to detail

Highly organized with the ability to manage multiple priorities in a fast-paced, deadline-driven environment.

Quick to learn new tools, concepts, and systems, with a willingness to adapt to evolving processes.

Able to maintain organization and accuracy in documentation, workflows, and financial records.

Strong customer service and team-oriented mindset, thriving in a collaborative environment.

Demonstrates reliability, integrity, and accountability in all responsibilities.

Exhibits discretion and professionalism when handling sensitive financial data and maintaining privacy.

Skilled at influencing and working independently while ensuring tasks are prioritized and completed efficiently.

Proficient with tools like Microsoft Excel, Gmail, Google Workspace, and project management platforms (e.g., ClickUp).

LOCATION

This position is based in the Phoenix / Scottsdale Metro area, with the flexibility of remote work. However, bi-weekly in-person meetings are required at our Scottsdale Quarter office.

BENEFITS

Competitive salary, dependent on experience

Comprehensive medical and dental insurance

401(k) with company matching

Generous paid time off (PTO) and company holidays

Opportunities for professional growth and development

A supportive team environment that fosters collaboration

Join Us!

Ready to make a significant impact with a leading event planning firm? Apply today to join our incredible, dedicated team at SweetPea Meetings!

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