Job Description
Contract to start ASAP through July 20. Hybrid work now, on site in Corral Gables June on.
ABOUT THIS ACTIVATION
This is a 40-day continuous activation at an exclusive Coral Gables estate — 40 distinct events, dozens of vendors, 70+ staff, and a guest experience that cannot afford a single visible breakdown. But the house is not only open on event nights. Guests arrive early. Guests linger. Guests return the next morning. At every one of those moments — the quiet ones, the in-between ones, the ones with no run-of-show — the estate must feel as world-class as it does when it is full.
This posting is intentionally anonymous during our candidate search phase. Qualified candidates will receive full activation details during the interview process.
"The transition window is where events fail or succeed. The ambient standard is what makes every moment between them matter."
THE ROLE The Director of Operations & Logistics owns both dimensions of the estate: the execution of every event day and the continuous quality of the property between them. You are the operational backbone of the activation.
The Head of Programming decides what happens inside the house. You make sure the house is always ready for it.
WHAT YOU OWN
– Full venue operations across all 40 event days — setup, execution, teardown, and transition
– The continuous physical condition and sensory quality of the estate — every hour, not just event hours
– Vendor coordination — load-in schedules, on-site management, and accountability for every contracted partner
– All house operations staff — cleaning, service, kitchen support, security, valet, and production teams
– Run-of-show execution — turning the Head of Programming's vision into a timed operational reality
– Staffing deployment — roles, shifts, coverage by attendance tier, and backup protocols
– Outdoor environment — pool, patio, shade, misting, hydration, and Florida heat management
– Safety and emergency operations — egress, escalation trees, weather contingencies, and incident response
– Inventory and supply continuity — all physical assets, consumables, and ambient stocking across all zones
KEY RESPONSIBILITIES
Event Operations & Transitions:
– Own the physical setup and teardown of every event — zone by zone, shift by shift
– Lead the transition captain function — activate immediately at event end, no delay, no guest-facing disruption
– Pre-stage all next-event assets before the current event ends — nothing searched for during transition
– Walk the full guest journey before every event — curb to event to exit — identify and eliminate friction
– Run the daily 9AM war room and own the nightly debrief — nothing unresolved carries to the next day
Continuous Estate & Ambient Operations:
– Maintain the physical condition and sensory quality of all indoor and outdoor spaces throughout the activation
– Own and execute the daily reset schedule — every zone, every morning, before guests arrive
– Ensure all ambient systems are operational daily — lighting, music, temperature, misting, hydration
– Maintain a baseline hospitality presence at all times — early arrivals and lingering guests never feel the estate has gone dark
– Conduct daily walkthroughs — identify and resolve any degradation in presentation, cleanliness, or ambiance before guests encounter it
Vendor & Supply Management:
– Manage all vendor relationships on-site — A/V, F&B, security, valet, cleaning, staging, florals, and transport
– Assign and enforce all vendor load-in windows — no overlapping arrivals, no wandering
– Hold vendors to contracted deliverables — quality, timing, and standards are non-negotiable
– Own inventory for all consumables and ambient supplies — forecast restocks, coordinate deliveries, zero gaps
Staffing & Safety:
– Deploy and supervise all operational staff across every event day and shift
– Build and maintain the production staffing model — all 40 days, all roles, all attendance tiers
– Own all emergency response playbooks — medical, weather, power failure, and incident response
– Confirm all emergency egress plans, escalation trees, and permit compliance throughout the activation
WHAT WORLD-CLASS LOOKS LIKE
– Every event starts on time. Every transition is invisible to guests
– A guest who arrives two hours early finds the house just as beautiful as they will at its peak
– Vendors execute to standard. Staff perform without the GM intervening. Issues resolve before guests notice
– No surface degrades. No ambient system fails silently. The between-event hours feel like the estate is resting, not closed
– The house runs like a machine — and feels like a home. Because you built it that way<
