Description
Position Summary
We are seeking a highly organized and detail-oriented Activations & Event Coordinator to assist with the logistics, coordination, and activation of Suja Life events. This dynamic role will combine responsibilities from event planning, field marketing, and brand ambassadorship to ensure a seamless experience from logistics to consumer engagement. This role requires a proactive individual who can handle multiple tasks, including managing deliveries, overseeing shipments, maintaining swag inventory, and coordinating asset allocation. The ideal candidate will ensure smooth operations and provide exceptional support to the event planning team.
Availability
Mondays, Wednesdays and Fridays for 4-6 hours.
- Subject to change based on workload.
Availability: 2 Weekends per Month.
- Will be scheduled to help at events based on the needs of the market.
Essential Duties and Responsibilities
Product Delivery and Shipment Management:
- Coordinate and manage deliveries and shipments for all event-related materials, including swag, promotional items, and event assets.
- Track and ensure timely arrival of all event materials, resolving any issues that may arise during transit.
- Assisting in find wearables, swag and additional assets to elevate events or partnerships.
Product & Asset Inventory Management:
- Maintain an organized inventory of swag and promotional items, keeping accurate records of stock levels and usage.
- Maintain an organized inventory of product by SKU along with expiration dates.
- Reorder items as needed to ensure enough are available for upcoming events.
- Work with vendors to source and order new swag items that align with event themes and branding.
Asset Allocation:
- Create and maintain an asset allocation list for each event, ensuring that all necessary equipment, supplies, and materials are accounted for.
- Coordinate the distribution of assets to various event locations, ensuring that everything is in place and ready for use.
- Track the return of assets post-event and manage any required maintenance or restocking.
Email Communication:
- Serve as the primary point of contact for event-related inquiries via email, responding promptly and professionally and looping in the appropriate manager by brand.
- Coordinate with vendors, suppliers, and other third parties to confirm orders, deliveries, and service arrangements.
- Assist in the preparation and distribution of event invitations, confirmations, and follow-up communications.
Event Setup and Execution (as needed):
- Assist in the on-site setup and breakdown of events, ensuring that all materials and assets are properly arranged and accessible.
- Work closely with the event planning team to ensure that all logistical aspects of the event run smoothly.
- Provide support during events, troubleshooting any issues that may arise and ensuring a seamless experience for attendees.
Budget and Reporting:
- Track expenses related to deliveries & shipments, and swag.
- Prepare post-event reports summarizing inventory usage, asset allocation, and logistical successes or challenges.
Job Qualifications
Experience:
- 2+ Years of Event Planning and Coordinating preferred.
- Proven experience as an Event Coordinator or in a similar logistical or administrative role.
- Experience working with vendors and suppliers in the events industry.
- Background in logistics, supply chain management, or a related field.
Knowledge:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with inventory management software.
- Familiarity with event planning software and tools.
Language Skills:
- Excellent communication skills, both written and verbal.
Other Skills
- Strong organizational skills and attention to detail.
Other Abilities:
- Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
- Must have access to internet & phone.
- A clean driving record of 3 years must be provided.
- A valid driver’s license that is not expired, suspended, or revoked.
- Must have reliable transportation to get to and from your shift.
Working and Environmental Conditions
- This position will require a mix of office work, on-site event support, and some physical labor related to setting up and managing event materials. The Event Coordinator will need to be adaptable and ready to handle both administrative tasks and hands-on responsibilities.
- Must be able to work under diverse weather conditions.
- Must be comfortable working outside at storage while also going in the refrigerated cold box where our product is housed.
- Must be available to attend and actively participate in 2 team meetings or calls per quarter.
- This is a part-time position.
- Hours are never guaranteed and may flex up and down based on budgets and company strategy.
- Must be able to work a minimum of 2 weekends per month as agreed upon with your manager, nights, and some holidays.
Physical Demands
- Must be able to stand and remain mobile for extended periods (6+ hours).
- Must be able to lift/carry a minimum of 30-50 lbs.
- Including but not limited to event assets, products, coolers, setup and tear down of activations, etc.
Suja Life is proud to be an equal opportunity employer seeking to create a welcoming and diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, ancestry, physical or mental disability, medical condition, marital status, genetics, age, or veteran status or any other applicable legally protected status or characteristic. The Company complies with all federal/local/state regulations regarding pay.
