Operations (Ops) Coordinator

About EPIC Entertainment

Based in Austin, EPIC Entertainment provides fun, interactive performers and top-tier event production across Texas. Our mission is to glorify God by creating fun, memorable experiences through positive entertainment and exceptional service. We value creative collaboration, positivity, personal excellence, integrity, and having fun while getting it done!

Position Overview

EPIC Entertainment is seeking a detail-oriented, reliable Part-Time Operations & Event Logistics Assistant to support our Event Coordination and Operations team. In this role, you will be the backbone of our behind-the-scenes preparation—ensuring costumes and equipment are prepped and organized, helping maintain calendar schedules, assisting with performer recruitment, and keeping media drives organized.

This position is ideal for someone who is organized, hands-on, tech-savvy, and thrives in a dynamic, fast-paced event environment.

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Key Responsibilities

Costume & Inventory Management

• Maintain, clean, organize, and wash costume inventory and warehouse space.

• Pull, prep, and set aside appropriate costumes for upcoming events and Talent Coordinators (TCs).

• Coordinate the pickup, drop-off, and transport of costumes to/from performers and vendors.

• Manage minor costume maintenance/repairs and keep internal costume boards and inventory lists up to date.

Staffing & Event Operations Support

• Assist with booking and staffing events as needed (e.g., providing coverage when primary staffing leads are out).

• Manage Google Calendar invites, ensuring all event updates and schedule adjustments are current.

• Conduct pre-event check-ins with performers (e.g., day-before check-ins).

• Assist with training new Talent Coordinators (TCs) as needed.

Recruiting & Administrative Support

• Screen and manage the performer recruitment board, prioritizing qualified applicants for leadership review.

• Organize and maintain Google Drive folders, photo/video media assets, and digital documentation.

• Potential future opportunity to assist with social media content and marketing organization.

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Requirements

• Experience: 1+ years of experience in event coordination, warehouse/inventory management, hospitality, or general administrative support preferred.

• Tech & Hardware Requirements:

• Must have access to a reliable personal computer (laptop preferred) with a high-speed internet connection for remote administrative work.

• Must have a reliable mobile phone for prompt communication, team coordination, and day-before/day-of event check-ins.

• Tech Skills: Proficiency in Google Workspace (Google Calendar, Drive, Sheets, Docs) required. Familiarity with scheduling tools or CRM software is a plus.

• Transportation: Must have reliable personal transportation for costume pick-ups/drop-offs and occasional local travel.

• Organization: Outstanding organizational skills with a strong eye for detail and cleanliness.

• Communication: Clear, friendly written and verbal communication skills.

• Physical Requirements: Ability to lift/move inventory boxes, hang/organize costumes, and work in a warehouse environment.

• Alignment with Values: Strong alignment with EPIC’s core values of service, stewardship, positivity, and integrity.

Benefits

• Flexible Hybrid Work: Work-from-home options for administrative tasks combined with flexible on-site hours.

• Paid Time Off (PTO): Accrued time off to support personal rest and work-life balance.

• Sick Leave: Dedicated paid sick time to focus on health when needed.

• Paid Training: Continuous learning and hands-on paid training.

• Travel Reimbursement: Mileage and travel reimbursement for work-related events and costume transport.