Operations Coordinator

Who You Are You are the person who cannot stand not knowing. When a detail is missing, you go find it. When a system is messy, you clean it up. You think in boards, checklists, and calendars, and you get real satisfaction from watching a whole company operate off information you organized. You are not waiting to be asked - you see what is coming three weeks out and you tell people before it becomes a fire. You are calm, precise, and relentlessly organized, and you communicate clearly with everyone from a warehouse crew lead to the CEO. Why This Role Matters (For You) Every event we produce moves through design, production, warehouse, and install - and all of it depends on people having accurate information at the right moment. You will own that information. You will build and run the central nervous system of our Operations department, and every department in the company will rely on what you maintain. This is a role with enormous visibility across the business and a direct path into operations leadership for someone who proves they can bring order at scale. What You'll Actually Do Own the operations dashboard: Build and maintain our centralized Monday.com workspace — upcoming jobs and key dates, production status, warehouse staging and readiness, truck and vehicle assignments, crew lead and driver assignments, and job sign-off status. Keep it simple enough that managers actually update it in real time. Chase the truth: When information is missing or stale, go source it and input it yourself - then flag whether the process needs to change so the gap does not happen again. Track jobs and sound the alarm early: Maintain a running view of the job calendar, alert the team the moment a job signs off, and surface jobs approaching their event window without sign-off to the Operations Manager before they become emergencies. Own labor hour data: Collect, enter, and maintain accurate labor hours across operational departments. Review time tracking submissions and flag missing entries, inconsistencies, and errors before manager approval. Partner with the Production Scheduler to track planned vs. actual hours by job. Run logistics support: Build and distribute travel itineraries for crew and leadership, assist the Installation Manager with pre-event staff communication and scheduling, and keep key dates and assignments accurate across every system we use. Keep the shelves stocked: Monitor supply par levels, support supervisors and managers with restocking orders, and maintain accurate records of all restock activity. Set new hires up to win: Coordinate with the hiring manager ahead of a new employee’s first day, get them registered across every required platform on Day 1, walk them through each tool, and stay the go-to resource when anyone needs help navigating our systems. Connect the departments: Serve as the communication relay between the Operations Manager and department heads. Draft and distribute staff communications on behalf of operations leadership. Attend weekly operations meetings, capture accurate notes, and drive the follow-up action items. Reporting Rhythm Daily to the Operations Manager: Time tracking review status and any flagged discrepancies Jobs approaching their event window without sign-off Any urgent supply or restock needs Weekly to the Operations Manager: Monday.com board audit - confirmation that every board is current and accurate Labor hour summary - planned vs. actual, by job and by department Process observations - where information is falling through the cracks and how the workflow can be simplified Results (What Winning Looks Like) Nobody has to ask where something stands. Any manager, at any moment, can open a board and know exactly what is happening with any job. Problems get caught early. Missing sign-offs, short supplies, and staffing gaps get surfaced days ahead, not the morning of the install. The numbers are clean. Labor hours are accurate, complete, and easy to report on - no month-end scramble to reconstruct what happened. The systems get simpler, not heavier. You are constantly trimming steps and closing gaps so the team actually uses what you build. Requirements (What You've Already Mastered) 2+ years in operations, project coordination, or administrative support: Ideally in events, construction, production, logistics, or another deadline-driven field. Systems fluency: Hands-on experience with Monday.com or a comparable project management platform - building boards, automations, and views, not just checking boxes in one. Obsessive accuracy: You catch the errors other people miss, and you care that the data is right. Proactive communication: You tell people what they need to know before they ask, and you can chase down an answer from a busy manager without being a nuisance. A-Player mindset: Proactive, solutions-oriented, and takes extreme ownership of the information you are responsible for. This Role Is NOT For You If… You need to be told exactly what to do every day. You are uncomfortable following up with managers who are slow to give you information. You see software and data entry as busywork rather than the backbone of the operation. You would rather a system be impressive than simple enough that people actually use it. Salary: $55,000 - $70,000/year, depending on experience Bonus: Performance-based bonuses Benefits: Medical and Vision Insurance, PTO, 401K with employer contributions #J-18808-Ljbffr