Lead Special Events Worker

Position Summary
At G&J Pepsi, our Special Events team plays a critical role in showcasing our brands, elevating customer partnerships, and bringing our products to life throughout the community.
The Special Events/Brand Ambassador Lead is responsible for organizing, preparing, executing, and supporting all special events, samplings, trailers, on premise activations, and promotional initiatives across the market. This person will work alongside union employees and abide by all union contract guidelines.
This position ensures flawless execution, strong customer communication, equipment readiness, and full alignment with G&J Pepsi service standards. The Special Events Lead serves as the operational hub connecting Sales, On-Premise, Branding/Sampling, Warehouse, Fleet, and our customers.

Essential Functions
• Event Planning & Calendar Management
• Maintain and update the Special Events Calendar, including event requests, prep/cleaning time, delivery windows, pickups, and equipment holds.
• Lead the weekly SE meeting covering upcoming events, recaps, challenges, and team coordination.
• Reserve dates upon receiving SE Forms and ensure all required information is complete and accurate.
• Partner with BDRs, Sales Reps, and the Branding Team to gather full event details and confirm expectations.
Equipment & Asset Management
• Maintain the SE Equipment Tracker, conduct weekly inventories, and locate unreturned or misplaced items.
• Prepare, clean, repair, and stage all equipment 48 hours prior to delivery whenever possible.
• Oversee cleanliness, readiness, and maintenance reporting for SE assets including:
◦ Trailers
◦ Food truck
◦ Sampling vehicle (Kia)
◦ POS/brand equipment
• Approve usage of restricted items such as barrel coolers and On Premise promotional materials.
• Ensure trailers are cleaned upon return and repairs handled promptly.
Event Preparation & Execution
• Coordinate equipment gathering, OP POS Cage pulls, and loading of all event materials.
• Submit product ticket orders at least 2 days ahead of each event.
• Schedule GSW deliveries/pickups; perform deliveries personally when staffing is limited.
• Meet equipment teams onsite to ensure accurate placement.
• Maintain sampling vehicle standards—clean, fueled, stocked, and parked for easy Team access.
Customer & Internal Communication
• Serve as the primary point of contact for event logistics, day of adjustments, and updates.
• Confirm delivery times, pickup times, and onsite availability with each customer.
• Work alongside the Branding Team to ensure sampling setups, team schedules, product needs, and point-of-sale materials are ready.
• Communicate proactively with requestors post event regarding recaps, issues, and follow-up.
Post Event Closeout
• Clean, repair, and store equipment the next business day (or Monday following weekend events).
• Pick up shells and approved return product; submit documentation to SR BDR.
• Enter actual event volumes and critical notes into the Master SE Tracker.
• Partner with BDR/SR BDR on event recaps for team distribution.
Tracking, Forecasting & Compliance
• Use the agreed-upon PO# naming convention in VIP to properly track purchases per event.
• Support the annual SE Forecast alongside BDRs and leadership.
• Maintain all forms, Trailer Liability Waivers, request documents, and SE records.
• Follow G&J Pepsi standards for product ordering, gratis, trailer use, and equipment pulled from On Premise inventories.

Education
High School or GED required.

Experience
Required
• Strong organizational and multitasking skills
• Excellent communication with both internal teams and customers
• Ability to perform physical labor including moving and loading equipment
• Ability to work evenings, weekends, and high-volume seasonal periods
• Experience in logistics, event work, warehouse coordination, or similar functions
Preferred
• Prior experience in beverage distribution or field operations
• Familiarity with G&J Pepsi systems (VIP, Outlook, SharePoint, tracking tools)
• Experience coordinating cross-functional field teams or promotional activations

Computer Skills
Proficiency in Microsoft Office Suite

Certifications & Licenses
• Valid driver’s license with clean driving record

Other Requirements
• Represents G&J Pepsi with professionalism and brand pride at all events
• Maintains strong commun