Systems & Operations Coordinator
Join The Grant Collection team and help bring unforgettable events to life! We are looking for a driven and detail-oriented Systems & Operations Coordinator to support our wedding venues and event businesses in delivering exceptional experiences.
Position Summary:
The Systems & Operations Coordinator plays a pivotal role in maintaining and evolving internal systems, supporting cross-departmental initiatives, and ensuring smooth operational flow across the organization. This role is designed to bridge gaps between leadership vision and departmental execution by managing projects, overseeing system updates, and ensuring team communication and training are aligned.
Key Responsibilities:
1. Systems Management & Support
- Maintain and update Tripleseat documents, guest portals, email templates, task management, and picklists.
- Oversee platform integrations including HubSpot, Tripleseat, Merri, GSP, and Calendly.
- Build and update operational documents and templates across all departments.
- Troubleshoot and resolve system issues in collaboration with platform support teams.
2. Operations & Project Execution
- Collaborate with department leads to implement new processes and update workflows.
- Participate in key projects such as dispatch planning, rental package creation, culinary packages, and document reviews.
- Complete system setup and operational tasks for businesses such as Emerson Lounge, Charm Decor House, and Winstons.
- Support cross-functional projects such as The Grant Collection migration and weekly leadership meeting agendas.
3. Departmental Coordination
- Work closely with team leads (Emma, Ellyse, Taylar, Brittany, Katy) to reassign or assist with tasks as needed.
- Coordinate regular meetings with departments (e.g., Watson Meetings, GSP reviews) and ensure follow-ups are executed.
- Provide ongoing assistance with external vendor management, calendar tasks, bar quotes, financial records, and contracts.
4. Communication & Administrative Support
- Serve as a communication liaison between leadership and team members to improve clarity and reduce operational silos.
- Manage calendars, outstanding task follow-ups, and shared agendas for meetings with leadership.
- Offer light support to senior leadership (specifically Candice) in task execution and delegation as needed.
5. Training & Process Oversight
- Provide systems training and onboarding support to managers and staff.
- Work with HR or senior staff to ensure policy knowledge is properly communicated in training sessions.
- Monitor adherence to updated systems and policies and assist in the rollout of any operational restructures.
Required Skills & Qualifications:
- Proven experience in operations, project management, or administrative support roles
- Strong organizational and systems-thinking mindset
- Experience with CRM and event platforms (Tripleseat, HubSpot, Merri, Good Shuffle Pro, etc.) preferred
- Ability to manage multiple projects simultaneously and independently
- Excellent written and verbal communication skills
Strong interpersonal skills with the ability to work across diverse teams
- Flexible and adaptable to change, with a proactive and solution-oriented attitude
Nice-to-Have Experience:
- Background in event management or hospitality
- Experience working in creative, multi-brand environments
- Familiarity with marketing systems and nurture campaign building
Position Priorities: This role prioritizes system continuity, operational efficiency, and team communication. It is not intended to replace the efforts of multiple full-time roles, but rather to serve as a support function across departments and to maintain momentum during a critical transition.
Job Type: Full-time
Pay: $60,000.00 per year
Benefits:
- Health insurance
- Health savings account
Schedule:
- 8 hour shift
- Day shift
Work Location: In person