Special Events Systems and Operations Coordinator

Job Description:6-9 Months contract position / Part-Time (Approx. 30 Hours Weekly)/ Remote A respected cultural and public-facing organization is seeking a highly organized and detail-oriented professional to support the administration, documentation, and improvement of its event and space reservation operations. This contract opportunity is ideal for someone who enjoys combining systems administration, operational process improvement, stakeholder coordination, and technical documentation within a collaborative environment.The selected professional will play a key role in evaluating current event reservation workflows, documenting operational procedures, and creating user-friendly training and onboarding materials that support long-term organizational success.Key ResponsibilitiesEvent Reservation System AdministrationServe as a day-to-day administrator for the organization's event and space scheduling platformReview and process reservation and space-use requests while gaining hands-on operational knowledge of existing workflowsMonitor system issues, identify recurring challenges, and document recommended resolutions and process improvementsAssist with troubleshooting reservation conflicts and workflow inconsistenciesProcess Documentation and SOP DevelopmentDevelop comprehensive Standard Operating Procedures (SOPs) and operational guides for multiple user groupsTranslate complex operational processes into clear, accessible, step-by-step documentationCreate workflow documentation covering areas such as:Request submission proceduresScheduling conflict resolutionApproval and escalation processesSystem administration functionsReporting and oversight responsibilitiesCoordination with internal operational teamsStakeholder CollaborationParticipate in recurring operational and programming meetings to understand current practices and identify areas for improvementConduct interviews and working sessions with internal departments and service partners to validate procedures and capture edge-case scenariosCollaborate with stakeholders to ensure workflows accurately reflect real-world operational needsTraining and Knowledge TransferDevelop onboarding and training resources for future users of the reservation systemProvide a structured transition and handoff to permanent staff at the conclusion of the assignmentOrganize documentation and open-item tracking to support long-term sustainability after the contract endsQualificationsExperience supporting special events, venue operations, facilities scheduling, or space management functionsDemonstrated experience creating SOPs, workflow documentation, operational manuals, or training materialsFamiliarity with event management, scheduling, or reservation software platformsStrong written communication skills with the ability to simplify complex procedures for a broad audienceAbility to independently manage priorities, timelines, and deliverables in a fast-paced environmentStrong collaboration and stakeholder engagement skillsStrong organizational, analytical, and problem-solving abilitiesComfortable working with cross-functional teams and balancing operational and administrative responsibilitiesEducationBachelor's degree preferred in Event Management, Hospitality Management, Business Administration, Communications, Operations Management, Public Administration, Museum Studies, Information Systems, or a related fieldEquivalent combination of education, training, and relevant professional experience will also be consideredPreferred CertificationsWhile not required, the following certifications or professional training are highly desirable:Certified Meeting Professional (CMP)Certified Special Events Professional (CSEP)Project Management Professional (PMP)Certified Associate in Project Management (CAPM)ITIL Foundation CertificationLean Six Sigma Yellow or Green BeltChange Management certification such as Prosci or equivalentTraining or certification related to technical writing, process improvement, or systems administrationPreferred ExperienceExperience working within museums, cultural institutions, higher education, hospitality, conference centers, or other public-facing organizationsBackground in operations coordination, project coordination, systems administration, or process improvement initiativesExperience facilitating meetings, gathering operational requirements, or documenting governance processesExperience working with platforms such as EMS, Momentus, Cvent, Robin, EventPro, or similar reservation/event management systems$50.00 - $54.00 / hrRemote23#Remote23