Moonlight Lighting is the premier event lighting and design company in Utah, specializing in high-end weddings, corporate events, and holiday lighting. Our reputation is built on precision, professionalism, and exceptional customer service. We are looking for a highly organized, detail-oriented, and proactive Office Coordinator to oversee scheduling, administrative tasks, and customer service while supporting executive leadership.

Key Responsibilities

Scheduling & Calendar Management

• Manage event and holiday schedules, ensuring seamless coordination for all installations.
• Oversee the Christmas schedule, ensuring shifts are planned efficiently and in alignment with team availability.
• Occasionally assist with scheduling for Nephi Moon, ensuring priorities are aligned.
• Assist Melanie Finnegan with new employee onboarding and miscellaneous daily tasks, helping her manage key operational and leadership responsibilities.
• Develop and maintain a scheduling checklist, including training materials for scheduling protocols.
• Proactively identify and resolve scheduling conflicts, ensuring smooth event execution.

Communication & Customer Service

• Answer incoming phone calls professionally and serve as the primary point of contact for general inquiries.
• Oversee and manage the service email account and the general Moonlight email account, ensuring all inquiries are handled efficiently.
• Provide clear, professional, and timely responses to clients, planners, and internal teams.
• Act as the liaison between event planners, venue coordinators, and the Moonlight team, maintaining strong industry relationships.

Administrative Support

• Collect and distribute mail on Monday, Wednesday, and Friday, ensuring all important documents reach the right team members.
• Ensure all tasks and deliverables are reviewed and approved by Melanie and Nephi before finalizing.
• Maintain and organize digital records, keeping scheduling and event details accessible to relevant teams.

Office & Event Coordination

• Plan and coordinate company events, including logistics, venue coordination, and scheduling.
• Maintain a stocked supply of healthy snack options for the team, promoting a positive work environment.
• Manage office supplies and ensure a clean, organized, and functional workspace.
• Support warehouse and tech teams with scheduling logistics, ensuring a smooth handoff of projects.

Qualifications & Skills

Highly organized & detail-oriented – You thrive in a fast-paced environment where no detail is too small.

Strong communicator – You can confidently interact with planners, clients, and internal teams.

Tech-savvy – Experience with CRMs, scheduling software, and email management is a plus.

Proactive problem solver – You can identify issues before they arise and find effective solutions.

Experience in event coordination or scheduling is highly preferred.

Able to multitask & prioritize effectively, managing multiple projects and deadlines simultaneously.

Customer-service mindset – You represent Moonlight with professionalism, warmth, and clarity.

Position Details & Work Schedule

Location: Moonlight Lighting Office (Orem, UT)

Position Details & Work Schedule

Location: Moonlight Lighting Office (Orem, UT)

Work Hours: Full-time, with flexibility depending on event & holiday demands

Reports To: Melanie Finnegan (COO) & Nephi Moon (CEO)

Compensation: Competitive salary based on experience

Why Join Moonlight Lighting?

Be part of a high-end event lighting & design company, leading the industry in Utah.

Play a key role in managing event logistics, helping our team execute breathtaking designs.

Enjoy a role that combines scheduling, communication, and leadership.

Work directly with Moonlight’s executive leadership, making an impact on operations.

If you’re a highly organized professional with a strong attention to detail and a passion for coordination, we want to hear from you!