Part-Time Pilot Program Coordinator

Part-Time Pilot Program Coordinator

Popstarz Popcorn | Concord, NC

Location: Concord, NC | Hybrid
Schedule: Part-Time, approximately 8–12 hours per week
Compensation: Approximately $15/hour
Position Type: Pilot/Project-Based with potential for continued opportunity

About Popstarz Popcorn

Popstarz Popcorn is a growing gourmet popcorn and hospitality brand headquartered in Concord, North Carolina. With more than 200 flavors and a commitment to helping people celebrate life's moments, we're building Popstarz into something much bigger than a traditional popcorn store.

We're looking for a highly organized, dependable and proactive Part-Time Pilot Program Coordinator to help our leadership team execute and document this exciting hospitality pilot.

Key Responsibilities

The Pilot Program Coordinator will help:

• Maintain the master pilot tracker and project dashboard
• Track hotel contacts, meetings, commitments, product deliveries and follow-ups
• Coordinate calendars and schedule meetings with participating hotel partners
• Prepare materials and information needed for hotel meetings
• Document pilot quantities, dates, SKUs and hotel use cases
• Track product samples and deliveries to participating properties
• Collect and organize hotel staff and guest feedback
• Monitor surveys and feedback forms
• Track hotel reorders and recurring opportunities
• Maintain accurate notes from meetings and conversations
• Organize property-level information, including purchasing processes and budget insights shared during the pilot
• Prepare a concise weekly pilot status report for leadership
• Follow up on outstanding action items
• Keep digital files, documents and pilot information organized
• Help document processes that can eventually become a formal Suite Retreats operating playbook
• Assist with other project coordination activities as the pilot develops

What We're Looking For

The ideal candidate is:

• Extremely organized
• Dependable and punctual
• Detail-oriented
• Professional in written and verbal communication
• Comfortable communicating with business professionals
• Able to manage several moving pieces simultaneously
• Comfortable with spreadsheets and basic tracking systems
• Able to work independently after receiving clear direction
• Proactive about identifying missing information and following up
• Comfortable learning new software and systems
• Excited about helping build something from the ground up

Preferred Experience

Experience in one or more of the following areas is helpful but not required:

• Project coordination
• Administrative support
• Executive assistance
• Hospitality
• Hotel operations
• Customer service
• Event coordination
• Sales support
• CRM/database management
• Small-business operations

Strong candidates with limited professional experience but exceptional organization, communication and follow-through are encouraged to apply.

Technology

Candidates should be comfortable working with common business tools such as:

• Google Workspace or Microsoft Office
• Excel or Google Sheets
• Email and calendar management
• Zoom or virtual meeting platforms

Experience with project-management or CRM platforms is a plus.

Schedule & Work Environment

This is a part-time hybrid position based in Concord, NC, initially requiring approximately 8–12 hours per week.

Some responsibilities may be completed remotely, while others may require time at Popstarz Popcorn or occasional support related to pilot activities.

Because this is a live pilot program, flexibility and responsiveness during agreed-upon working hours are important.

There may be an opportunity for the position to grow as Popstarz expands its partnerships.

What Success Looks Like

You'll know you're succeeding when:

Nothing important gets lost.

Conversations are documented.

Follow-ups happen on time.

Deliveries are tracked.

Feedback is captured.

Leadership knows exactly where the pilot stands.

And the information we're learning today is being turned into a system Popstarz can use tomorrow.

Popstarz Popcorn is a growing gourmet popcorn and hospitality brand headquartered in Concord, North Carolina. With more than 200 flavors and a commitment to helping people celebrate life's moments, we're building Popstarz into something much bigger than a traditional popcorn store.