Operations & Client Experience Coordinator

Operations & Client Experience Coordinator Remote | Schedule: 7PM till 3AM Beirut Time |Salary: $1,500 Company Overview We are a premium coffee catering business specializing in high-end mobile espresso services for corporate events, weddings, brand activations, and private experiences. Our events are fast-paced, detail-driven, and designed to deliver a seamless, elevated guest experience. We operate with luxury-level standards — every interaction, process, and execution detail must feel polished, intentional, and professional. We're looking for an exceptionally organized and proactive Operations & Client Experience Coordinator to support day-to-day operations, event execution, and client experience from inquiry through post-event follow-up. Role Overview This role is the operational backbone of the business. You will manage client communication, event coordination, invoicing, inventory planning, and internal workflows to ensure each event runs smoothly and reflects the brand's high standards. This is a high-responsibility position for someone who thrives in a fast-moving environment, loves systems and structure, and takes pride in delivering outstanding service with precision and care. Key Responsibilities Client Communication & Booking Support Respond promptly and professionally to all client inquiries Manage the booking pipeline and ensure no leads fall through the cracks Draft and send contracts, concierge briefs, and service selections Create and send polished event confirmations at least 24 hours prior to each event Event Planning & Coordination Prepare detailed event run-of-show information (timing, location, menu, staffing) Send driver loading checklists and barista event briefings Ensure all team members have the right information at the right time Anticipate potential issues and resolve them proactively Operations & Inventory Management Track inventory levels and restock supplies before shortages occur Coordinate ordering of coffee, milk alternatives, syrups, cups, and equipment Maintain organized systems for event materials and supply readiness Support vendor coordination and purchasing workflows Maintain accurate spreadsheets and records, staying comfortable working with data across all operational tracking Invoicing & Payments Create and send invoices promptly after events Follow up on outstanding payments in a professional manner Assist with payroll processes for baristas and staff Maintain accurate financial tracking and reporting support Internal Systems & Process Improvement Organize inboxes and operational workflows Build and maintain SOPs, checklists, templates, and trackers Identify inefficiencies and continuously improve systems Ensure smooth operations during high-volume event weeks Qualifications 2+ years of experience in operations, project management, executive support, hospitality coordination, logistics, or a related field Strong written communication and organizational skills, with the ability to coordinate effectively across different teams Proven ability to manage multiple deadlines without missing details Strong with Excel/Google Sheets and comfortable working with data Experience with invoicing, logistics, project coordination, or customer service operations is a plus Availability to be responsive during peak event times Who You Are The ideal candidate is: Exceptionally organized and detail-oriented A strong project manager who can manage multiple moving parts Calm under pressure and quick to execute Proactive and solutions-oriented — you don't wait to be told what needs fixing, and you anticipate needs before they become issues Resourceful and able to work independently A clear and professional communicator with clients and internal teams Comfortable working in a high-standard, luxury service environment Comfortable working in a fast-paced environment where priorities can shift quickly Tech-savvy with tools such as Google Workspace, CRMs, invoicing platforms, and spreadsheets Why This Role Matters Every event is a direct reflection of the brand. This role ensures clients feel supported, staff feel prepared, and operations run seamlessly behind the scenes. If you value ownership, systems, hospitality, and creating flawless experiences — this is a unique opportunity to grow with a premium service brand. Position Description Working Hours: 8 hours, from 7PM till 3AM Beirut Time — schedule offers some flexibility based on workload and targets ​ Working Days: 5 days a week ​ Days Off: Saturday and Sunday ​ Work Location: Fully-remote, you can work from anywhere ​ PTO (Paid Time Off): Lebanese national holidays are fully approved and provided as paid days off (advanced notice required for additional requests) ​ Salary Range: $1,500