Job description - coordinator of onsite operations (events & logistics)
position: coordinator of onsite operations
reports to: director of operations
company: issca - international society for stem cell application
location: hybrid / onsite as required (international travel may be required)
employment type: full-time
⸻
about issca
issca (international society for stem cell application) is a global organization dedicated to medical education, certification, and professional development in regenerative medicine. We organize international conferences, certifications, and educational experiences for healthcare professionals across multiple countries.
As we continue to expand, we are strengthening our operational structure to ensure excellence, consistency, and scalability in all our in-person events.
⸻
position overview
the coordinator of onsite operations plays a key role in supporting the execution and follow-up of all logístical and operational aspects of issca’s in-person events. This position works closely with the director of operations to ensure smooth coordination with hotels, venues, vendors, speakers, and internal teams, while maintaining high standards of organization, communication, and service.
This role is execution-focused and process-driven, ideal for someone who thrives in structured environments, enjoys coordination and follow-up, and understands the importance of operational excellence in live events.
⸻
key responsibilities
onsite events & logistics
- coordinate logistics for in-person events, including hotels, venues, transportation, restaurants, and local vendors
- request, organize, and follow up on quotes and service confirmations
- track deadlines, deliverables, and operational requirements before, during, and after events
⸻
travel & accommodation coordination
- support coordination of travel and accommodation for internal teams and speakers, following established guidelines
- organize itineraries and maintain accurate records
- assist with changes, adjustments, and confirmations as needed
⸻
vendor & supplier coordination
- maintain ongoing communication with vendors and service providers
- follow up on deliverables, timelines, and agreements
- support operational tracking of services related to events
⸻
post-event follow-up & client support
- coordinate post-event deliverables such as certificates, materials, and recordings
- provide operational support and follow-up to attendees and speakers
- address logístical inquiries and escalate issues when necessary
⸻
inventory control
- monitor and track physical inventory related to events
- maintain organized records of materials
- notify the operations team when replenishment is required
⸻
what this role does not include
- defining budgets or approving final expenses
- making strategic or commercial decisions
- negotiating high-level contracts or pricing
- designing event strategy or commercial offerings
all strategic decisions are handled by the director of operations.
⸻
qualifications & profile
required / preferred
- background in administration, operations, hospitality, tourism, engineering, or related fields
- experience in customer service, hospitality, or logistics is highly valued
- strong organizational and follow-up skills
- clear and professional written and verbal communication
- ability to manage multiple tasks and deadlines
- comfortable working with processes, checklists, and structured workflows
⸻
personal attributes
- highly organized and detail-oriented
- reliable and accountable
- service-oriented mindset
- proactive and solution-focused
- comfortable working under direction and within defined processes
⸻
growth opportunity
this position offers strong potential for growth within the operations department, including progression toward:
- senior operations coordinator
- onsite operations lead
- regional operations roles as issca continues to expand internationally
⸻
start date
immediate availability preferred.
Target start date: tuesday, december 16.
⸻
how to apply
tipo de puesto: tiempo completo
sueldo: $18,000.00 - $20,145.81 al mes
lugar de trabajo: empleo presencial