Event Support Coordinator

A quick intro to Phun for All... we're an Experiential Marketing Agency with headquarters in San Diego CA that specializes in brand promotions and samplings across the U.S. Most of our clients are beer, wine, and spirits brands that we service by scheduling, staffing, and executing product samplings in their target markets and retailers.
Most of our samplings are 3-hour samplings in retailers such as Whole Foods Market, Total Wine & More, and as well as other regional grocery chains. We have a field team of workers who we staff to do the samplings, which are scheduled and then reported on through a mobile app. This app also uses Geotag location services that show our field workers have checked in on-site for their event.
Another thing about our company is that we're an extremely small internal team. We complete the event process from A to Z, and in order to better assist our field team workers and clients, we're looking to bring on a Virtual Assistant team member.

This role will report to the Operations Manager and Sales Manager, acting as the point of contact for gig worker support as needed during their event check-ins and reports, as well as coordinating with retail stores and venues to ensure all are prepared for events. We're looking to bring on a Virtual Assistant in the proposed role outlined below. We're primarily looking for someone who is a good fit skill and culture-wise and is open to growing in their role with our company. We are looking for ongoing and consistent administrative support across a variety of tasks, eventually growing into a management role.

Event Support Coordinator

Schedule- some weeks hours may differ depending on event needs

Mondays 3:00 AM to 11:00 AM PHT (Sunday: 11 am PDT to 7pm PDT)
Tuesdays 2:00 AM to 10:00 AM PHT (Monday: 10 am PDT to 6pm PDT)
Fridays 3:00 AM - 11:00 AM PHT (Thursdays: 11 am PDT to 7pm PDT)
Saturdays 2:00 AM to 10:00 AM PHT (Friday: 10 am PDT to 6pm PDT)
Sundays 3:00 AM to 11:00 AM PHT (Saturday: 11 am PDT to 7pm PDT)

If you have serious interest please put the word "flamingo" in your subject line.

Roles & Responsibilities:

Daily
Go through a list of events to ensure all scheduled gig workers have checked in on their mobile app and have sent a check-in photo showing their display/setup is up to standards. (anywhere from 5 to 50 events per day)
Communicates via text and phone call as needed with scheduled workers on any issues they may have on-site (substituting brand being promoted if insufficient inventory at the store level, answering questions, etc.)
Go through the check-in list following the event end time to ensure that the scheduled worker has submitted their post-event report.
Review, edit, and approve post-event reports as they are submitted by field team members. Go through post-event reports following events to ensure information is accurate and all entries are up to standard (photos, feedback, accurate inventory count sections). Following up with gig workers on reports that need edits and re-submission
Strong grammar and spelling skills required.

Weekly:
Send email communication to store managers notifying them of upcoming scheduled events at their store to ensure they are ready for our field worker’s arrival
Meet with Operations and Sales Manager to ensure post event reports, check-ins, etc are up to standard.
Follow up with stores via phone call and email to see how the event went and what their feedback is.

You will need above-average skills in English spelling and Grammar for written communication, as well as .

This position has room for growth and an evolving bonus structure.

Serious inquiries only :)