Part-Time Event Operations Coordinator Job Description

Contract Role

About Flash Co.:
Flash Co. Photo Booth specializes in providing upscale photo and video activations for weddings, corporate parties, galas, and holiday events across Southern Alberta and the Rockies. We pride ourselves on delivering professional, high-quality experiences for individuals, planners, and organizations. With a team of 15-20 professionals, we cater to over 150 events a year across Calgary, Kananaskis, Canmore, Banff and Lake Louise. We are a home-based business based in Calgary but execute on-site services throughout Southern Alberta.

Role Summary
Flash Co. Photo Booth is hiring a Part-Time Event Operations Coordinator (Contract position, remote role) to support the planning and execution of 150+ photo and video activation events in the Calgary/Southern Alberta area. This is an operations & co-ordination role focused on event logistics, scheduling, design, event preparation, and client/crew coordination. Our team will execute events on-site and your role is to co-ordinate logistics leading up to the event to ensure successful event execution.
For the first 3 months - you must be available for in-person training 12-15 hours per week, Monday–Friday between 1pm-4pm MST. Once training is complete, you will be working up to 20 hours a week remotely. You must be located in Calgary and working during MST business hours.

Key Responsibilities

  • CRM Management: Lead Responses, Quotes, Follow-up workflows, Bookings, Contracts, Invoices and Payment Management.

  • Track & Manage Bookings: Payments, contracts, and event readiness milestones and create shifts in team scheduling software.

  • Client Communication: email communication with clients and vendors from lead through to event completion relating to Q&A, logistics, timelines, and confirmations.

  • Pre-event logistics workflows: Processing pre-event questionnaires to create schedules, run-of-show timelines and venue load-in instructions for our on-site team.

  • Design Elements: create simple photo booth design overlays and animations in Canva and receive client approval (these are largely templated for you).

  • Team Co-ordination: Ensure smooth communication and co-ordination between our team, vendors and venues ahead of events.

  • Event Day Documentation: Prepare event timelines, load-in/out notes, on-site contact details.

  • Maintain Event Records: keep clean, accurate records in CRM, Team scheduling software, Google Drive/Sheets, Email threads.

  • Post Event Deliverables: Media delivery, review post-event satisfaction surveys and collect reviews from clients.

  • Flag risks, conflicts, or gaps in schedules early and propose solutions.

Must-Have Qualifications

  • Living full time in Calgary and can work remotely/from home

  • 1+ year in event operations, logistics, or production coordination in the corporate events and/or weddings space (references required)

  • Demonstrated experience with run-of-show, scheduling, or event logistics planning.

  • Comfortable using the following software stack:
    CRM Program – Pixifi or similar (17hats/Tave/BoothBook)
    Scheduling tools – Connecteam
    Online Workspace - Google Suite (Docs, Sheets, Meet and Checklists)
    Email – Gmail
    Design Tool - Canva
    Loom – Video tutorials
    Online Photo/Video Galleries – Fiesta, Pixieset, Snappic
    Website/Blog updates: Squarespace

  • Available 12-15 hrs/week, M-F between 1pm-4pm MST for the first 3 months

  • Available 20 hours/week, M-F during MST business hours

  • Strong written communication and client-facing professionalism.

  • High attention to detail; reliable with deadlines and handoffs.

  • Able to work independently once trained and escalate issues early.

  • Familiarity with Calgary / Southern Alberta event market and venues

Assets but Not Required

  • Wedding, corporate, or brand activation experience.

  • Experience working in Pixifi, Connecteam, Squarespace

  • Event support or venue coordination experience.

Work Hours & Collaboration

  • 12-15 hours/week, Monday–Friday 1pm-4pm MST during onboarding (first 3 months)

  • As part of your training, you must be available to attend 5 live events during your first 3 months. Live event hours may fall on evening and weekend hours.

  • Once onboarding is complete, 20 hours of remote work per week Monday-Friday during MST business hours. Additional responsibilities and hours available if a good fit.

  • Occasional in-person training required as you take on more responsibility

  • You must live full time in Calgary.

Compensation

  • Contract, hourly: $22-$26 CAD/hour based on experience

  • Opportunity to take on more responsibility and/or hours over time

Equal Opportunity

Flash Co. is an equal opportunity contractor. We value diverse backgrounds and perspectives and encourage qualified candidates of all identities and experiences to apply.

How to Apply:

- Send your resume and references to info@flashcobooth.ca

- Attach a 1-2 minute introduction video (filmed on your device), we'd love to hear from you and hear why you are excited to apply for this role. Bonus points if you can tell us one service offering we have that you look forward to learning more about.