Operations & Logistics Coordinator
Role Overview
Position Type: Part-time/1099 Contract
We are seeking a detail-oriented, highly organized Operations & Logistics Coordinator to help us plan and execute excellent, beautiful, and hospitable Worship School Intensives (twice a year, once in the spring and once in the fall), as well as to maintain effective and consistent administrative support in all other areas of the ministry’s operations throughout the year. You will be responsible for enforcing budgets, liaising with suppliers, communicating with clients, students, and volunteers, and ultimately ensuring that each event is excellently executed. As the Operations & Logistics Coordinator, you should be an expert multitasker with impeccable attention to detail. The best person for this role will have an extraordinary ability to foresee risks and anticipate needs, communicate warmly and clearly, in a timely manner, and be able to both work well on a team and carry out tasks individually.Â
This role is approximately 10 hours per week, except during the eight weeks leading up to an Intensive (Intensives are normally held in May and October). We have found that for the two months prior to an Intensive, the workload increases to closer to 20 hours per week. During the Intensive itself, the expectation is that the Operations & Logistics Coordinator is available for the duration of the event, ideally staying onsite at the event venue where the students are located in case of emergency.
We are seeking someone who lives in the Colorado Springs area, or who has a desire to move to the area sometime during the summer of 2025.
Desirable Qualities:
- Deep love for Jesus and people, and a desire to work (often behind the scenes) with a servant-hearted team
- Ability to work effectively in a highly-flexible, low-structure environment – this works best with individuals who are naturally structured or driven themselves
- Experience in event planning with a track record of successful events
- Excellent organizational skills with the ability to multitask well
- Strong communication and interpersonal skills
- Creative, out-of-the-box thinking
- Consistently demonstrates biblical hospitality – a life of openness and welcome toward others, creating safe spaces for people to be who they truly are
- Ability to work with volunteers and delegate tasks effectively
- Meticulous attention to detail
- Expert time management skills
- Financial savvy, with the ability to adhere to budgets
Year-Around Operations Responsibilities:
- Participate in Monthly Team Meetings and other team gatherings throughout the year
- Meet with Executive Director every other week (becomes weekly in the 2 months prior to Worship School Intensives)
- Responsible for accurate and up-to-date organization-wide calendar.
- Effectively manage Team and Events emails – responding within 48 hours on weekdays as general rule of thumb
- Assist Executive Director and other team leads in the implementation of ministry action plans as necessary (WIN List and other ministry-wide priorities)
- Assist in planning and execution of logistics and hospitality for any 10KFAM special events as they arise (team gatherings, fundraising events, worship nights, vision meetings, placement trips, etc.)
- Help maintain and improve quality across the board for databases, systems, processes, and procedures.
- General mailings as needed – includes gifts, end of year mailer, merch, etc.
- Ensure events and projects are executed professionally, within budget, and planned in advance.
Intensive/Event Specific Responsibilities:
- Brainstorm and implement event details
- Research and book any needed venues
- Coordinate all logistical elements of the event
- Coordinate transportation and team travel arrangements
- Organize and communicate with outside suppliers and caterers
- Coordinate/confirm guest teachers for Intensives and sending calendar invites (with Executive Director)
- Make necessary reservations for Intensives (whirlyball, restaurants, vans, etc.)
- Manage student registration process
- Create student schedule documents for Intensives
- Print Notebooks/Journals and schedules for Intensives
- Coordinate and manage Intensive Track Leaders and volunteers prior to and during event
- Prepare hospitality items and gift bags for students, team, teachers, and volunteers
- Coordinate graduation paintings (mail to anyone not coming in person)
- Deliver Hospitality items to host homes
- Ensure tech needs for Intensive are covered (teachings, Songs in the Round, etc)
- Oversee necessary mailings associated with Intensive: Notebooks/gifts to online students, TY cards to volunteers/student drivers, coach spouses, etc
- Coordinate onboarding of new Track One Huddles (through Doodle Poll and Coaches)
- Being onsite at the Intensives/Graduation and available the days just before and after for set-up and tear-down.
- Manage set-up, tear-down, and clean-up operations.
- Anticipate attendee needs and preparing against potential risks.
- Responsive and quick communication to team and students during Intensive
- Send invoices to accounting for processing.
Interested? Please fill out the brief application below.
If you have further questions before applying, please contact lauren@10kfam.org.