Events Operations Coordinator - INTL Costa Rica

Job Description An Insight Global Client is hiring an Event Operations Coordinator to support the operational and administrative backbone of the global events program. This role partners closely with the Director, Global Events and event managers to keep the function structurally organized by managing purchase requests, purchase orders, invoicing, budget tracking support, vendor documentation, and the processes and procedures that keep programs moving smoothly. The right person is highly organized, comfortable working across finance, procurement, and marketing partners, and thrives in an environment with multiple workstreams and tight timelines. Financial Administration and Procurement Operations

• Own end to end invoice processing for the global events team, including intake, validation, routing for approval, and coordination with finance to ensure timely payment and clean accruals and close support
• Create and manage purchase requests and purchase orders, track status, and resolve mismatches between invoices, POs, and receiving documentation
• Build and maintain a centralized vendor payment tracker and monthly forecast view to support visibility and planning Process, Tools, and Documentation
• Contribute to improving the team's operating cadence, templates, SOPs, and trackers to keep workstreams consistent and audit ready
• Maintain a centralized repository for event documentation, including vendor contracts, SOWs, insurance certificates, W9s, and other required compliance and procurement artifacts
• Support event technology operations as needed, including registration platform support, data hygiene, and post event exports and reporting workflows Cross Functional Coordination and Operational Support
• Serve as the operational point of contact between Global Events and finance, procurement, legal, and key vendor partners to unblock approvals and keep timelines on track
• Support on site operations as needed, including shipping and inventory tracking, badge and materials coordination, and onsite readiness checklists Assist with post event wrap, including invoice closeout, final budget reconciliation support, and lessons learned documentation We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day.

We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.

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https://insightglobal.com/workforce-privacy-policy/. Skills and Requirements

• 3-5 years of experience in event operations, marketing operations, procurement operations, or an event finance heavy role
• Hands-on experience with invoicing workflows, PO or PR processes, and vendor management in a corporate environment
• High attention to detail with strong follow through, comfortable managing multiple parallel deadlines
• Strong stakeholder management and communication skills across finance and marketing partners Advanced proficiency in spreadsheets and trackers, with comfort building clear status reporting Familiarity with platforms and systems such as Salesforce and expense tools, or similar tool stacks Experience improving workflows, and driving operational consistency