Program Operations Coordinator
Position Overview
Are you ready to join an innovative team that pushes the boundaries of creativity and delivers top-notch results? At Aardvark Studios, we thrive in a variety of creative landscapes. Simply calling us a “Creative Fabrication Company” or an “Experiential Marketing Company” doesn’t capture the full scope of what we do. We are a dynamic design, build, and technology studio serving experiential marketing and location-based entertainment programs across the country. Every project is unique, and our work continues to evolve with each new challenge.
Aardvark Studios is seeking a Program Operations Coordinator to support our Tour Operations Team. This team functions as mission control for tours operating in cities across the United States. In this role, you will help coordinate the logistics, compliance, and operational details that keep programs running smoothly from city to city.
You’ll work closely with Program Managers, field tour staff, and internal teams to support safe operations and ensure exceptional client experiences.
This role offers a strong pathway into Program Management for candidates interested in growing their careers in experiential operations.
This role is ideal for someone who enjoys coordinating many moving parts, staying highly organized, and supporting complex programs that operate in multiple cities at once.
Key Responsibilities
- Provide administrative and operational support to the Tour Operations Team
- Review timesheets, expenses, and documentation to ensure compliance with internal processes
- Track incident reporting and maintain operational documentation
- Research event locations and assist with securing permits and approvals
- Coordinate brand ambassadors, security, and other event staffing needs
- Support the production and distribution of print materials and other program assets
- Maintain weekly reporting, event metrics, and operational dashboards
- Track driver documentation and support DOT compliance monitoring
- Monitor event handoffs and fleet inspection documentation
- Assist with screening driver candidates and supporting onboarding activities
- Prepare and organize training materials for field teams
- Coordinate travel logistics, shipping, and receiving for tour operations
- Track and coordinate multiple tour activations simultaneously, ensuring timelines, logistics, and documentation stay on schedule
What Makes You a Strong Candidate
- Experience supporting events, experiential marketing programs, tours, or field operations preferred
- At least 2 years of professional experience in operations, project coordination, or a similar role
- Highly organized with the ability to manage multiple tasks, timelines, and program details simultaneously
- Experience working in client-facing or cross-functional environments
- Budget tracking or financial oversight experience is a plus
- Clear and professional communication skills
- Comfortable working in a fast-paced environment where priorities can shift quickly and multiple programs may be active at once
- Strong attention to detail and process compliance
- Proficiency with Google Workspace
How We Measure Success
- Client satisfaction and program execution quality
- Accuracy and reliability of operational reporting
- Tour uptime and smooth event execution
- Budget awareness and expense compliance
- DOT and operational compliance standards
What We Offer
- Paid time off
- Medical, dental, and vision benefits
- Short- and long-term disability options
- Simple Plan IRA with company match after one year
- Complimentary on-site private gym
- Dog-friendly office environment