Event Operations Coordinator

About the role

The Event Operations Coordinator works remotely from Costa Rica to provide the operational and administrative backbone for a global events program. Partnering closely with the Director of Global Events and event managers, the role ensures purchase requests, purchase orders, invoicing, budget tracking, and vendor documentation are managed efficiently.

Key responsibilities

• Own end‑to‑end invoice processing, including intake, validation, routing for approval, and coordination with finance for timely payment.
• Create and manage purchase requests and purchase orders, track status, and resolve mismatches between invoices, POs, and receiving documents.
• Maintain a centralized vendor payment tracker and monthly forecast to support visibility and planning.
• Develop and improve SOPs, templates, and trackers to keep workstreams consistent and audit‑ready.
• Maintain a repository for event documentation such as contracts, SOWs, insurance certificates, and compliance artifacts.
• Support event technology operations, including registration platforms, data hygiene, and post‑event reporting.
• Serve as the operational liaison between Global Events and finance, procurement, legal, and key vendor partners.

Required profile

• 3‑5 years of experience in event operations, marketing operations, procurement, or event finance.
• Hands‑on experience with invoicing workflows, purchase order or purchase request processes, and vendor management in a corporate setting.
• High attention to detail with the ability to manage multiple parallel deadlines.
• Strong stakeholder management and communication skills across finance and marketing partners.
• Advanced proficiency in spreadsheets and status reporting.

Required skills

• Excel (advanced spreadsheet skills)
• Salesforce (or similar CRM/expense tool)
• Expense management tools

What we offer

• Full‑time permanent employment with Insight Global, including regulatory benefits.
• Compensation paid in local currency (CRC).
• Remote work arrangement.
• Professional or native‑level English communication with US stakeholders.