FW Community, LLC - Operations Coordinator

About the Organization

FW Community, LLC, operates as Flywheel Tulsa and was originally founded to create, produce, and operate four quarterly events during the year to highlight what is already great about Tulsa in order to promote tourism, vitality, community development, and achieve a greater economic impact. Flywheel’s work centers on four main event areas:

• Big Scene (Art)
• Big Bite (Food)
• Big Ride (Music)
• Big Idea (Technology)

Position Purpose

The Operations Coordinator is a part-time role that provides focused administrative support to ensure Flywheel’s event agreements and documentation are accurate, timely, and compliant.

This role is primarily responsible for working in Ironclad and related systems to set up, track, and organize agreements, W-9s, COIs, and other required documentation. The Assistant partners closely with the Operations Manager and Tulsa Community Foundation’s Finance department so that all behind-the-scenes paperwork is completed, allowing the Operations Manager to focus on planning and executing events.

Responsibilities / Essential Duties

Agreements & Ironclad Support

• Enter new agreements into Ironclad using approved templates and workflows for vendors, artists, sponsors, and partners.
• Route agreements for internal review and signature; monitor progress and follow up with staff and external contacts as needed.
• Ensure all required information (e.g., legal names, addresses, payment terms, event details) is complete and accurate.
• Maintain up-to-date records of agreement status and key dates (e.g., execution, expiration, payment milestones).

COIs, W-9s, and Required Documentation

• Request, collect, and organize W-9s, COIs, and other required documents from vendors, artists, and sponsors.
• Review documents for basic completeness (signatures, correct entity names, valid dates, coverage levels where applicable).
• Track expiration dates for COIs and proactively request updates to maintain compliance.
• Upload and file all documents in Ironclad and shared drives in an organized, easy-to-find manner.

Coordination with Finance & Operations

• Coordinate with TCF’s Finance department to ensure documentation is complete for vendor onboarding and payments.
• Assist with tracking invoices and payments related to executed contracts; confirm that required documents are received prior to payment.
• Support the Operations Manager by providing up-to-date information on agreement and documentation status for each event.

Administrative & Operational Support

• Assist with scheduling and coordinating meetings related to contracts and event planning, including preparing basic materials or notes.
• Support the Operations Manager and Executive Director with contract-related correspondence, follow-up emails, and reminders.
• Help maintain and refine internal checklists, SOPs, and templates related to agreements and compliance documentation.
• Participate in weekly management team meetings to report on agreements, vendor documentation status, and any issues needing attention.
• Represent FW Community, LLC with professionalism when interacting with vendors, sponsors, partners, and volunteers.
• Perform other related duties as assigned.

Education and Experience

• High school diploma required; some college coursework or a degree in Business, Management, Finance, Communications, or a related field preferred.
• 1–2 years of experience in an administrative, office support, or coordination role.
• Experience with contracts, vendor paperwork, or accounts payable/receivable is helpful but not required.
• Experience with contract management systems (such as Ironclad) is a plus; strong aptitude and willingness to learn new software is required.
• Volunteer experience in music, art, food, or other large public events is preferred.

Skills and Abilities

• Highly organized with strong time-management and follow-through skills.
• Strong attention to detail and accuracy in working with forms, contracts, and data.
• Comfortable managing multiple tasks and deadlines; knows when to seek clarification or support in prioritizing.
• Clear, professional written and verbal communication skills.
• Proficiency with Microsoft Office and/or Google Workspace; comfortable navigating shared drives and digital filing systems.
• Ability to work independently in a remote environment while remaining responsive and collaborative with the team.
• Demonstrated discretion in handling confidential and sensitive information.
• Team-oriented mindset with a positive, solutions-focused approach to problem solving.

Physical Requirements

• This position requires standing and walking the day before, day of, and day after each quarterly event.
• Ability to sit for extended periods while using a computer and performing data entry.
• Ability to lift up to 25 pounds on occasion (e.g., event materials, supplies).

Hours and Location

• This is a remote position located in the Tulsa metro area in Oklahoma.
• A typical work week may be comprised of evenings or weekends outside of the normal Monday–Friday, 8:00 a.m. – 5:00 p.m. schedule, especially surrounding quarterly events.
• The work week will occasionally vary with advance notice depending on scheduled programming and other events.
• Weekly meetings may be held virtually or in-person and will be established in advance.