Operations & Administrative Coordinator

Utopia Experience is a full-service event planning company with a production edge — we plan and manage conferences, galas, and corporate events, and we understand A/V, production, and video at a level most planners don't. Whether we're partnering with franchise brands on their annual conventions, producing a company's annual sales kickoff, or helping nonprofits rethink how they bring people together, we're dedicated to the success of our clients.

We don't just plan events — we build relationships, and we care about how every attendee and sponsor experiences the room.

• Manage accounts payable in accounting system — vendor payments, subcontractor payments, and internal reimbursements
• Track accounts receivable and follow up on outstanding invoices; send payment reminders and contract follow-ups in crm
• Reconcile the weekly accounts payable schedule with the VP of Operations and process approved payments each pay cycle
• Process bi-weekly payroll and retirement/IRA contributions, and prepare contribution reports for our financial advisors
• Reconcile credit card and bank transactions weekly
• Monitor and pay monthly bills on schedule; flag any unrecognized charges
• Verify invoiced amounts, sales tax, and processing fees are applied correctly
• Prepare quarterly tax filings and assist with annual tax prep; maintain reports for our CPA
• Manage calendars across the team — schedule meetings, coordinate across schedules, and run regular audits to catch conflicts and keep everyone on time and prepared
• Track and follow up on open action items across the leadership team
• Schedule meetings on behalf of the team and prepare agendas, materials, and reminders

• Book travel for staff attending events — hotels, flights, rental cars, and ground transportation
• Coordinate event sponsorship packages and related logistics ahead of conferences and shows
• Support the events team with vendor research during busy seasons — sourcing and vetting photographers, speakers, caterers, entertainment, and specialty vendors

• Negotiate and manage utility and service contracts — phone, internet, insurance, lease, and similar
• Run day-to-day errands — post office runs, mailings, and purchasing supplies and materials for the office
• Manage office inventory and supplies (ordering, restocking, budget)
• Coordinate the office cleaning schedule and maintenance needs
• Serve as point of contact for office vendors (HVAC, landlord, insurance, etc.)
• Maintain organized digital and physical filing systems

• Prepare compliance and audit paperwork and track filing deadlines
• File annual personal property tax declarations
• Handle employee onboarding and offboarding paperwork via e-signature
• Process out-of-office requests and maintain the company calendar (PTO, birthdays, anniversaries, company days off)

• 2–3+ years in bookkeeping, office administration, or operations
• Organization — you keep a lot of moving parts straight without dropping any, and a full plate feels satisfying, not stressful
• Resourcefulness — when you hit something unfamiliar, you figure it out: dig up how it was done last time, find the right person to ask, make a reasonable call and keep moving
• Clear communication — you write and talk clearly, keep people in the loop, and can say "no" or "not yet" without friction
• Initiative — you spot problems before they become emergencies and flag the thing that looks off instead of walking past it
• Comfort with modern tech (Quick Books, Hub Spot, , Google Sheets, Claude, GPT)

• Retirement plan with 100% match up to 3%
• Flexible paid time off and holidays (essentially unlimited PTO… We don't do formal PTO - that system is antiquated. Just don’t take advantage, and we’re all good!)
• Truly awesome people - we don't have needless meetings, don't tolerate egos and genuinely like each other. You will love it here.
• We believe in doing good. A large part of our business is serving non profit organizations that are making the world a better place to live
• We work hard, have fun, learn each day, challenge each other, and we have an incredibly transparent and collaborative atmosphere
• Hybrid schedule - In-office:
  Tuesday, Wednesday, Friday | Work from home:
  Monday, Thursday