Operations + Client Experience Coordinator

Farm to Fingers is a catering, bartending, rental, and events company specializing in weddings, private events, community-oriented events, and ultimately: memorable, unique experiences. We are looking for an Operations + Client Experience Coordinator to become a key part of our backend operations.

This is much more than an administrative assistant position. You will be the person who helps **keep the company moving—**organizing information, communicating with clients and vendors, supporting our catering team, coordinating logistics, and making sure important details don't fall through the cracks.

We're looking for someone who is exceptionally organized, proactive, calm under pressure, professional, warm, and great at communication.

Most importantly, we're looking for someone who can take ownership and make the owner feel:

“I know it's handled.”

YOUR ROLE

Client + Vendor Communication

• Monitor and respond to client emails
• Answer the company work phone
• Communicate with wedding planners, coordinators, vendors, and clients
• Respond to routine questions and requests
• Follow up on outstanding information
• Keep communication organized and professional
• Know when an issue needs to be escalated to the owner

Client Experience + Issue Management

You will serve as an important first point of contact when questions and concerns arise.

Your job isn't to hide problems—it's to make sure they're handled calmly, professionally, and at the appropriate level.

Event Operations

• Create weekly event worksheets for staff
• Organize event details, timelines, contacts, logistics, and special instructions
• Ensure event information is complete and accurate
• Identify missing information before event day
• Communicate updates to the appropriate team members
• Help keep everyone working from the most current information

Event-Week Support

During active event weeks, you will be an operational point of contact for:

• Staff
• Wedding coordinators
• Vendors
• Clients

This includes being available during agreed-upon event windows to answer questions, troubleshoot logistical issues, locate information, and connect people with the appropriate team member.

You don't need to solve every problem yourself. You need to know how to triage the problem and get it to the right person quickly.

Catering Production Support

Work closely with the catering manager each week to:

• Create the weekly catering prep list
• Review upcoming events and menus
• Organize quantities and special requirements
• Communicate updates to the catering team
• Identify missing information before production begins

Weekly Ordering

• Submit weekly orders to farmers
• Submit orders to distributors
• Review upcoming event needs
• Confirm quantities and delivery information
• Track substitutions or changes
• Communicate discrepancies when necessary

Rental Logistics

Our sister company operates an event rental business, and you will assist with:

• Organizing rental deliveries
• Organizing rental pickups
• Communicating dates, locations, and logistics
• Coordinating with drivers and team members
• Tracking changes and special instructions

What This Position Does NOT Include:

To keep responsibilities clear, this position will not be responsible for:

• Final client invoicing
• Accounts receivable
• HR matters
• Employee disciplinary issues
• Employee conflicts or personnel disputes
• Managing employee performance
• Property or facility management
• Landlord communication
• Plant/property maintenance

When something falls outside your scope, you'll know when and how to escalate it.

We're Looking For Someone Who Is:

Exceptionally organized
You love calendars, checklists, spreadsheets, systems, and keeping information clean.

Calm under pressure
When five things happen at once, you don't panic—you prioritize.

Proactive
You notice what's missing before someone has to ask.

A strong communicator
You can communicate professionally with a bride, wedding planner, chef, vendor, driver, or employee.

Emotionally intelligent
You can handle criticism and difficult conversations without becoming defensive.

Resourceful
You don't need someone hovering over you to solve every small problem.

Detail-oriented
You notice when an address changed, a headcount doesn't match, an order is missing, or two schedules conflict.

Reliable
If you say you'll do something, you follow through.

Hospitality-minded
You understand that great service is about making people feel taken care of.

Your Biggest Job

Keep things moving.

If something needs to be emailed, you send it.

If something needs to be confirmed, you confirm it.

If something is missing, you find it.

If there's a problem, you figure out the next step.

If something is outside your authority, you escalate it.

We are looking for someone who doesn't simply complete tasks—we're looking for someone who takes ownership.

What Success Looks Like

After you've been in this role for a while, we want to be able to say:

• Clients are receiving timely, thoughtful communication
• Coordinators know exactly who to contact
• The work phone is covered
• Event worksheets are complete and accurate
• Catering prep lists are ready every week
• Farmer and distributor orders are submitted on time
• Rental deliveries and pickups are organized
• Staff and vendors know where to go for answers
• Problems are caught before they become emergencies
• The owner is no longer the default person for every question

You create systems and organization that allow the owner to step out of the daily operational weeds and focus on growing the business.

Schedule + Compensation

20-30 hours/week +

Our business is event-driven, so flexibility during active event weeks is important. Some agreed-upon availability during event days/evenings may be required to support staff, vendors, coordinators, and clients.

We value reliability, ownership, and results over simply being at a desk for a prescribed number of hours.

Experience

Experience in any of the following is a plus:

• Hospitality
• Catering
• Wedding planning
• Event coordination
• Restaurant operations
• Customer service
• Administrative operations
• Executive assistance
• Project coordination
• Office management
• Client experience

But we're more interested in how you think than having the perfect resume.

If you're naturally organized, great with people, calm under pressure, and the person everyone calls when they say “Can you figure this out?”—you may be exactly who we're looking for.

Why Farm to Fingers?

We're building the infrastructure behind a growing hospitality company.

This position is an opportunity to become an important part of that growth—not just someone completing administrative tasks.

You will help us move from:

“Ask the owner.”

to:

“We've got a system for that.”

There will be busy weeks. There will be unexpected problems. There will occasionally be a Saturday phone call that starts with, “Okay, so here's what's happening…”

But there will also be beautiful weddings, incredible food, creative events, wonderful clients, and the satisfaction of knowing you helped make it all happen.

If you love organization, people, problem-solving, and making complicated things feel easy, we'd love to hear from you.

How to Apply

Please submit your CV and a brief introduction answering the following:

• Why does this role interest you?
• Tell us about your experience with organization, operations, hospitality, events, or client communication.
• Tell us about a time you handled a stressful situation or unhappy customer/client. What did you do?
• What is your organizational superpower?

We're not looking for a perfect resume.

We're looking for the person we want on the other end of the phone.

Pay: $18.00 - $20.00 per hour

Expected hours: 20.0 – 30.0 per week

Benefits:

• Employee discount
• Flexible schedule

Work Location: Remote