Events Logistics Coordinator (Permanent) (Madrid)

Event Logistics CoordinatorReports to: Event CoordinatorLocation: Remote (Europe / South America
- US time zones)Schedule: Full time, approximately 50 hours per week (primarily Monday through Friday with occasional weekend needs)Salary: $12,000 to $42,000 annually Role SummaryMaxwell Social is hiring a remote Event Logistics Coordinator to support staffing, operations, and planning across private and member events. You will ensure each event is properly staffed, prepped, and documented, allowing the planning team to focus on client relationships and creative execution.This is a logistics-forward role with some client-facing coordination responsibilities. You will manage staffing remotely, review event timelines, flag operational issues, and help maintain structure in a fast-paced, high-touch environment. Key ResponsibilitiesStaffing and SchedulingRemotely assign on-site roles such as bartenders, servers, support staff, and managers based on event needsManage and update all staffing schedules in HomebaseTrack staff availability, review time-off requests, and flag potential conflictsMaintain clear communication with on-site team leads regarding shift details, uniforms, and expectationsOnboard new staff in Homebase and maintain contact and availability recordsEvent Coordination and Planning SupportReview and update BEOs and Run of Show documents in collaboration with the events teamRegularly audit ROS and event timelines to ensure accuracy and flag logistical gapsCoordinate key event details including vendor access, staff call times, and guest experience notesMaintain event communication threads using WhatsApp, email, and textParticipate in weekly event planning and staffing callsDocumentation and ToolsOrganize and update event folders in Google Drive with finalized documents and vendor COIsEnter staffing details and update pick lists in TripleseatTrack vendor communication and documentation for seamless handoffDistribute finalized Run of Show documents to internal teams, clients, and vendors Event Types You Will SupportMember events and club programmingPrivate dinners and social eventsWeddings, brand activations, and special occasions Idóneo CandidateTwo to three years of experience in event coordination, logistics, or staffingFamiliar with Homebase, Tripleseat, Google Drive, and WhatsAppExcellent written and verbal communication skillsDetail oriented, process driven, and calm under pressureComfortable managing multiple projects and priorities remotelyAvailable to occasionally respond to event needs outside standard hours Working ConditionsFully remote role with no on-site presence requiredFast-paced environment with changing priorities and tight timelinesOccasional weekend or off-hours communication may be neededTen days of paid time off annuallyCollaborative, high-performing internal team environment Postúlate en Kit Empleo: kitempleo.es/empleo/6u443d