Crew Operations Coordinator

Job Details:
Level: Experienced,

Job Location:

Nashville, TN 37201, Position Type:
Full Time, Salary Range: $65,000.00 - $75,000.00, Travel Percentage:
Negligible, Job Category:
Operations - Logistics

About Pyrotecnico – For more than a century, Pyrotecnico has been engineering moments of celebration and wonder. We are the people and the pride behind world‑class fireworks displays, breathtaking drone light shows, and the special effects that give live events their most electrifying moments. Every great show is built by people who care deeply about every detail, every effect, and every moment.

At Pyrotecnico, that’s exactly who we are. If you thrive on big ideas and bold productions, you’ll feel right at home.

The Crew Operations Data Coordinator is responsible for the meticulous entry, maintenance, and auditing of technician schedules, training records, and workforce documentation. Reporting directly to the Crew Operations Manager, this role serves as the central data administrator and operational liaison between technicians, the Production department, and the Travel and Freight team. The ideal candidate must possess exceptional data entry accuracy, a high attention to detail, and strong communication skills to verify information directly with field technicians.

• Log and update required training sessions for all technicians, ensuring dates, times, and venues are accurately reflected in the database.
• Systematically assign and track training requirements to individual technician profiles based on role, certification needs, and compliance obligations.
• Audit training attendance and follow up directly with personnel to input completion data by required deadlines.
• Maintain accurate, up-to-date records of all training completions, including dates, course names, and certifying bodies.
• Track and flag training expiration dates, initiating the recertification workflow with technicians.
• Compile and generate training compliance reports from the database for the Crew Operations Manager and leadership.

• Maintain the primary labor scheduling database with 100% accuracy.
• Input and update technician availability, blackout dates, and booked show data.
• Correspond with personnel to verify availability, logging pre‑confirmations and final schedules for upcoming shows.
• Process schedule adjustments, verify crew data requirements, and update crew sizes in the system as directed.
• Extract and transmit accurate travel requirements data to the Travel & Freight Team.

• Generate, format, and distribute show rate sheets to technicians.
• Audit and reconcile technician show hours and pay data at the completion of each show to ensure payroll accuracy.
• Upload, categorize, and maintain digital technician records regarding licenses, visas, travel documents, and training completions.
• Ensure all electronic files are current and standardized.

• Provide on‑call labor support for changes, cancellations, and no‑shows.
• Escalate critical issues to the Crew Operations Manager as appropriate.

This job operates in an office and warehouse environment. The role routinely uses standard office equipment such as laptop computers, smartphones, office phones, and other standard office equipment. This role involves ongoing communication with internal employees and external contacts via phone, email, and any other professional means of communication necessary to complete the essential duties of the position.

The person in this role must be able to remain in a stationary position 50% of the time and must move about occasionally inside the office to access file cabinets, office machinery, and to have routine contact with individuals in the office and/or warehouse.

This is a full‑time position. Hours of work are typically an 8‑hour day in addition to a 1‑hour unpaid lunch, generally following an 8am–5pm schedule. Extended hours, evening, and weekend work may be required during high‑volume show periods. This position will require overtime at…