Event Workforce Coordinator (m/f/d) | US & Canada

About the role

HYROX is a global sports event series that combines running and functional fitness training in a unique race format. Founded in Germany in 2017, HYROX has evolved into a worldwide fitness movement with events across five continents, attracting tens of thousands of athletes every season. We are looking for an enthusiastic, highly organised, and hands-on Event Workforce Coordinator to support the planning and delivery of the HYROX Event Workforce Programme across the US and Canadian market.

Reporting to the Event Workforce Manager, the Coordinator will support the Judge, Head Judge, and wider volunteer programmes across recruitment, onboarding, scheduling, communications, systems administration, event delivery, and post-event reporting. This is a practical operational role requiring regular weekend work and travel to HYROX events. As experience develops, the Coordinator may take delegated responsibility for defined areas of the Event Workforce operation at selected events.

Responsibilities

• Support workforce planning and administration for all assigned HYROX events.
• Create and manage event opportunities, roles, shifts, schedules, and allocations within the Volunteer Management System.
• Maintain accurate Judge, Head Judge, and volunteer records.
• Monitor shared inboxes and respond to workforce enquiries promptly and professionally.
• Support staffing forecasts, event budgets, contingency planning, and post-event reconciliation.
• Coordinate uniform ordering, stock tracking, and other Event Workforce logistics.
• Prepare and send event communications, briefings, reminders, and updates.
• Support onboarding, training, reward, and recognition initiatives.
• Act as a key point of contact for Judges, Head Judges, and volunteers.
• Build positive relationships with the Event Workforce community and gather feedback to improve recruitment, retention, and the volunteer experience.
• Support local recruitment campaigns based on event and market requirements.
• Build relationships with gyms, universities, sports clubs, and fitness communities.
• Support the recruitment, onboarding, and development of Judges and Head Judges.
• Maintain accurate records of training, experience, and progression.
• Help identify volunteers and Judges with the potential to take on additional responsibility.
• Take an active role in delivering the Event Workforce operation at assigned events, including check-in, briefings, deployment, welfare, breaks, redeployment, and check-out.
• Assist with Judge allocations, uniform distribution, catering, and workforce-area logistics.
• Act as a visible and approachable point of contact onsite and help resolve workforce queries and operational issues in a fast-paced environment.
• Work closely with Event Operations, Race Directors, Head Judges, and other event stakeholders.
• Escalate significant operational, conduct, safeguarding, or welfare concerns appropriately.
• Complete agreed post-event reporting and administration.
• Take responsibility for defined areas of the Event Workforce operation when delegated by the Event Workforce Manager.
• Support delivery of the approved event workforce plan and make practical onsite decisions within the agreed level of authority.
• Identify staffing risks or operational changes and escalate where required.
• Support the rollout and ongoing administration of HYROX’s Volunteer Management System.
• Ensure processes align with global standards and local market requirements.
• Support the implementation of policies relating to welfare, safeguarding, conduct, working hours, and data protection.
• Test new systems and processes and identify opportunities to improve efficiency and data quality.
• Share feedback and best practice with the Global Event Workforce team.

Requirements

• Solid background in events, workforce coordination, volunteer management, or a similar operational role, with proven experience supporting live events in fast-paced environments.
• Experience in sport, fitness, or mass-participation events is desirable.
• Confident using technology, databases, spreadsheets, and digital systems, with the ability to learn new platforms quickly.
• Experience with Rosterfy or another Volunteer Management System (VMS) is a plus.
• Highly organized with strong attention to detail and the ability to manage multiple priorities to meet deadlines.
• Calm, practical, and solutions-focused under pressure.
• Excellent written and verbal communication skills, with fluent written and spoken English.
• High flexibility and willingness to travel regularly, with readiness to work evenings, weekends, and extended hours on event days.

Benefits

• Opportunity to take on responsibility in a fast-growing, international company with a strong sports DNA.
• Flat hierarchies, quick decision-making processes, and plenty of room for your ideas.
• A motivated, international team with a genuine passion for sports and events.
• A healthy work-life balance thanks to flexible, trust-based working hours.
• Modern office in Hamburg Altona with excellent transport connections.
• 28 vacation days to recharge and reset.
• Wellpass membership and discounted lunch options in-house.
• Fully covered Deutschlandticket for nationwide mobility.
• Employee discounts in HYROX stores.