Operations Coordinator

Pay: From $20.00 per hour (pay will be based on your prior experience and skills)

Job description

Operations Assistant (Contract / Hourly – Per Program)

About The GRA Group

The GRA Group is a boutique incentive travel company specializing in corporate reward programs and leadership meetings across Mexico, the Caribbean, Europe, and the United States. Our programs range from 75–800 attendees and require precision, organization, and elevated execution.

We are seeking a highly organized Operations Assistant to support the internal coordination and production of our incentive travel programs.

Position Overview

The Operations Assistant is a contract, hourly role engaged per program. This position supports internal planning, production coordination, timeline tracking, and operational systems.

This individual will work as part of a dedicated account team alongside two other team members, collaborating closely to ensure each program is executed accurately and on schedule.

This is a structured support role. All financial approvals, client strategy, and vendor commitments remain under the oversight of the Owner and senior leadership.

This role is ideal for someone detailed-oriented, deadline-driven, and comfortable keeping multiple moving parts on schedule within a team environment.

Key Responsibilities

Timeline & Accountability

• Create and maintain master program timelines
• Track internal deliverables and monitor deadlines
• Follow up with team members, tech partners, and graphic designers to ensure projects remain on schedule
• Track action items from meetings and monitor next steps
• Identify potential delays and communicate proactively

Meeting & Documentation Support

• Draft client meeting agendas for review and approval
• Attend meetings as requested
• Record and upload accurate meeting notes into the company management system (Clio)
• Maintain updated action-item trackers

Systems & Database Management

• Maintain and upload accurate contact records in our management system (Clio), including:
• Clients
• DMC partners
• Hotel contacts
• Vendors
• Organize digital production files
• Participate in the development and refinement of the company Operations Manual

Production & Materials Coordination

• Coordinate timely ordering of:
• Staff apparel
• Trip wallets
• Gifts and branded items
• Printed materials
• Desk signage and event signage
• Work closely with the Event Support Specialist and Graphic Designer to ensure signage names, titles, branding, and quantities are accurate
• Confirm artwork files are finalized and approved prior to printing
• Track vendor deadlines, confirmations, and delivery timelines
• Maintain organized packing lists and shipment logs

Activity & Assignment Tracking

• Coordinate and maintain guest assignment trackers for:
• Activity day selections
• Golf pairings and foursomes
• Catamaran/boat assignments
• Excursion group placements
• Work closely with the Key Account Manager to confirm final guest selections
• Ensure assignments are accurately reflected in signage, printed materials, trip wallets, and on-site check-in sheets

Qualifications

• 1–3 years experience in administrative, operations, or event support roles
• Highly organized and detail-driven
• Strong follow-up and deadline management skills
• Comfortable coordinating multiple contributors and vendors
• Strong written communication skills
• Proficiency in Microsoft Office (especially Excel)
• Experience with CRM or management systems preferred

If you are interested in this position, please submit your resume.

Job Types: Part-time, Contract

Benefits

• Flexible schedule

Work Location: Hybrid remote in Rocky River, OH 44116