Operations Coordinator

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.

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.

• Own the operations dashboard: Build and maintain our centralized  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.

• Time tracking review status and any flagged discrepancies
• Jobs approaching their event window without sign-off
• Any urgent supply or restock needs

• 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

• 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…