Operations Coordinator

Position Summary

The Operations Coordinator supports the daily administrative, scheduling, and event-readiness functions of the Property Operations Department. This role serves as the central point of coordination between management, mechanics, contractors, vendors, and Event Services, ensuring maintenance work, capital projects, event operations, payroll, and departmental purchasing are executed accurately, on schedule, and in compliance with company policy.

The Operations Coordinator oversees scheduling and administrative support for the maintenance team, coordinates Run of Show (ROS) documentation for events, manages payroll and attendance tracking, and supports financial administration including purchase orders, invoice reconciliation, and budget tracking.

Essential Duties and Responsibilities

Run of Show (ROS) & Event Operations
• Create Run of Show documents for scheduled events - approximately 2 days per month (3 days during busier months, such as May and October).
• Perform daily ROS updates, including reviewing distribution lists, floorplans, turn schedules, client meetings, and change logs - approximately 1.5-2 hours per day (up to 2.5 hours during busy season).
• Maintain a rolling 30-day event operations schedule.
• Schedule electrical power installations and coordinate banner installations for events.
• Forecast anticipated event-related revenue and update revenue forecasts based on upcoming events.
• Identify upcoming operational labor and vendor requirements to support scheduled events.

BEO Meetings
• Attend Banquet Event Order (BEO) meetings and prepare related notes - approximately 1 hour, 4 days per week.
• Review upcoming events and identify operational support requirements.
• Coordinate electrical and banner installation needs and schedule related vendor activities.
• Prepare a summary administration report for the Director of Operations following BEO review.

Payroll & Attendance Administration
• Confirm hours worked and process payroll - approximately 2-3 hours every Monday.
• Track call-outs, lateness, and missed meal breaks.
• Prepare and submit required attendance write-up documentation to HR for approval once payroll is complete.
• Ensure attendance documentation is administered by a manager and saved in the employee's personnel file.

Maintenance and Work Order Coordination
• Develop and issue daily work assignments to maintenance staff (currently a team of seven mechanics).
• Coordinate preventive maintenance schedules and ensure compliance with established maintenance programs.
• Prioritize and distribute corrective maintenance work orders based on operational needs and urgency.
• Receive and enter in-house maintenance requests and coordinate work assignments with the maintenance team.
• Monitor completion of assigned work, track labor utilization, and update maintenance request status reports.
• Maintain accurate maintenance records, logs, and departmental documentation.
• Generate reports on work order status, preventive maintenance completion rates, and department performance metrics.

Staff Scheduling
• Prepare and maintain weekly schedules for maintenance and departmental personnel.
• Coordinate vacation requests, time-off schedules, and staffing coverage.
• Assist with workforce planning to ensure adequate staffing for daily operations and special projects/events.
• Communicate schedule changes and departmental priorities to staff.

Vendor and Contractor Management
• Schedule and coordinate outside vendors, contractors, and service providers for approved projects and events.
• Confirm project dates, site access, permits, and operational requirements for vendors.
• Track vendor performance and ensure work is completed according to scope, schedule, and quality expectations.
• Coordinate contractor communications and maintain vendor contact lists and service agreements.

Project Coordination
• Assist with planning, scheduling, and tracking facility improvement and capital projects.
• Coordinate project timelines, milestones, and communication between stakeholders.
• Monitor project progress and provide status updates to the Director of Property Operations.
• Assist with project documentation, budgeting, and closeout procedures.

Purchasing and Inventory Management
• Create and place purchase orders for departmental needs (e.g., furniture, housekeeping products, equipment, maintenance supplies).
• Order maintenance supplies, materials, tools, and equipment; maintain inventory levels to support daily operations and emergency repairs.
• Track purchase orders and monitor spending within approved budgets.
• Coordinate deliveries and ensure materials are available for scheduled work.
• Prepare linen sheets for the houseman to check in linen and confirm all linen orders have been received - approximately 2 hours per week.
• Cross-check floorplans against inventory and place rental orders as needed.

Financial Administration & Billing
• Process Accounts Payable and prepare and track Purchase Order requests.
• Review vendor invoices for accuracy and completeness; match invoices to purchase orders and completed work.
• Verify completed work tickets against vendor invoices, ensuring labor, materials, and purchase orders match invoiced amounts.
• Resolve invoice and work-ticket discrepancies with vendors and Operations prior to payment.
• Maintain departmental budget updates and monitor committed and available budget balances.
• Maintain records of expenditures, assist with monthly spending reports, and track outstanding invoices awaiting completion or approval.

Safety and Compliance
• Attend Safety Committee meetings and support departmental compliance with company safety policies and procedures.
• Track corrective actions and due dates; follow up on unresolved safety issues.
• Maintain documentation related to inspections, permits, certifications, and regulatory requirements.
• Maintain safety documentation and meeting records.

Executive Office Support
• Order and maintain office supplies, break room/kitchen items, and general office materials.
• Maintain the overall appearance, organization, and upkeep of the executive/administrative office.
• Coordinate office equipment maintenance and repairs (e.g., printers, copiers) with vendors as needed.
• Provide general administrative and clerical support to executive staff as needed, including correspondence, filing, and meeting coordination.
• Greet and assist visitors, vendors, and staff in the office as needed.

General Administrative Support
• Prepare a Weekly Operations Administration summary for the Director of Property Operations.
• Prepare reports, spreadsheets, and correspondence related to departmental activities.
• Serve as the central administrative coordinator between Property Operations, Finance, and Venue Operations.

Weekly Deliverables
• Updated 30-day event operations schedule.
• Vendor schedule for all approved projects.
• Purchase order tracking log.
• Processed Accounts Payable.
• Updated departmental budget tracker.
• Revenue forecast based on upcoming events.
• Maintenance request status report.
• Safety action item log.
• Work ticket and vendor invoice reconciliation report.
• Weekly Operations Administration summary for the Director of Operations.
• Completed weekly payroll and, where applicable, submitted attendance write-up documentation.

Qualifications

Experience
• Experience working in retail, hospitality, commercial facilities, event venues, or property operations environments is highly desirable.

Skills and Abilities
• Strong organizational and time-management skills, with the ability to manage multiple projects and priorities simultaneously.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Excel, Outlook, and Word.
• Experience with Computerized Maintenance Management Systems (CMMS) preferred.
• Strong problem-solving and decision-making abilities.
• Ability to work independently while collaborating with multiple departments (Operations, Finance, Event Services, HR).
• Strong attention to detail and accuracy, particularly with payroll, invoicing, and budget documentation.

Physical Requirements
• Ability to move throughout facilities and event/construction areas.
• Ability to occasionally lift up to 25 pounds.
• Ability to work in both office and operational environments, including attendance at on-site event and BEO meetings.