Assistant, Scenic Fabrication

Job Description

The Assistant, Scenic Fabrication is responsible for supporting the administrative, scheduling, and project support for the Scenic Fabrication Shop. This role assists with tracking project requests, maintaining schedules and calendars, supporting Environmental Health & Safety (EHS) follow-ups, and helping ensure smooth day-to-day shop operations.

Job Duties:

Project & Request Support

• Assists in tracking all internal and external client project requests, ensuring requests are logged and followed up in a timely manner.
• Maintains project tracking documentation for new and ongoing scenic fabrication projects.
• Gathers project updates, needs, and risks from shop area leads and shares information with management as directed.
• Supports coordination of small-scale projects as assigned, including preparation for kickoff and status meetings.
• Assists with delivery coordination and on-site installation logistics.
• Coordinates activities under the direction of shop leadership to support alignment of teams and resources.

Scheduling & Planning Support

• Assists with maintaining the Scenic Fabrication master activities calendar, including updates following weekly coordination meetings.
• Ensures schedules reflect all phases of work, including design, fabrication, delivery, and sign-off.
• Supports visibility into upcoming work, milestones, and dependencies.
• Maintains PTO calendar tracking and supports the Sr. Manager in coordinating team time-off requests in alignment with project timelines, construction phases, and deliverables.

EHS & Improvement Support

• Tracks Environmental Health & Safety (EHS) action items and improvement requests and follows up to support timely completion.
• Assists with shop EHS activities, including risk assessments, documentation, and mitigation tracking.
• Supports DLS chemical reporting and other required safety documentation.

Administrative & Operational Support

• Collaborates with the Shop Coordinator to assist with purchase orders, invoice processing, and related documentation.
• Supports reviews of labor and material coding to help ensure proper budget allocations.
• Maintains organized records related to project and operational support.
• Works closely with shop management, area leads, and operations partners to support communication and information flow.
• Performs additional administrative duties or special projects as assigned.
• Works under the direct supervision of the Sr. Manager, Scenic Fabrication and the Supervisor, Scenic Operations and is responsible for completing any other tasks as assigned as needed.

Basic Requirements:

• Minimum of one year in an administrative or sourcing role in construction or related field.
• Demonstrated experience in coordinating small-scale projects including budgets.
• Prior experience in logistics coordination.
• Knowledgeable in project management methodologies and tools.
• Proficient with Microsoft Office Suite, in particular, Word, Excel and PowerPoint and exhibits familiarity with digital tools such as Smartsheet.
• Excellent communication for interaction with stakeholders and peers.
• Fluent in English and Spanish (both written & verbal).

Desired Characteristics:

• Demonstrated experience with industry-standard project management software;
  Smartsheet experience preferred.
• Exceptional communication, time management, analytical and organizational skills.
• Self-starter who exhibits ownership on assigned tasks and who will push for solutions that solve immediate problems while building towards long-term goals.
• Ability to multitask and work in a fast paced, deadline driven environment.
• Accustomed to working in a team and collaborating with all levels within the organization.
• Ability to build rapport with clients and manage expectations.
• Ability to effectively be flexible in approach and respond well to pressure.
• Ability to lead and direct others, promote positive work environment and problem solve.
• Process oriented, good at identifying and implementing best practices.
• Change agent; creative and adaptable when facing challenges.

Additional Requirements:

• Must be willing to work in Miami, Florida.
• Willingness to travel and work overtime, and on weekends with short notice.
• Must have a valid…