Position Summary
Durant Tent Specialists is seeking a highly organized and detail-oriented Operations Coordinator to support our event labor, scheduling, logistics, and invoicing operations. This position plays a critical role in ensuring our crews, clients, and internal teams remain aligned while supporting some of the largest events in the country, including festivals, sporting events, and large-scale tent installations.
The ideal candidate is proactive, organized, capable of managing multiple priorities simultaneously, and thrives in a fast-paced environment.
Primary Responsibilities
Scheduling & Workforce Coordination
Maintain the company master schedule and workforce calendar.Schedule and allocate crews for upcoming projects.Track crew availability and manpower capacity.Coordinate with supervisors regarding staffing needs.Monitor daily workforce assignments and adjustments.Timesheets & Payroll Support
Collect and review daily timesheets from field crews.Verify hours worked, overtime, and crew assignments.Submit accurate timesheet information to payroll.Assist in resolving timekeeping discrepancies.Invoicing & Administrative Support
Prepare draft invoices based on approved timesheets.Verify crew counts, overtime, transportation, and per diem charges.Organize supporting documentation for billing.Ensure invoices are prepared within 24-48 hours of project completion.Travel & Logistics Coordination
Book flights, hotels, rental vehicles, and transportation for out-of-town projects.Prepare travel itineraries and distribute to crews.Coordinate crew lodging and transportation schedules.Track travel budgets and expenses.Job Packet Preparation
Create and distribute job packets for field supervisors.Ensure crews receive project information, addresses, schedules, and safety requirements.Verify all required project documentation is complete before deployment.Project Tracking & Reporting
Update and maintain Monday.com, Goodshuffle, and company tracking systems.Monitor upcoming projects, labor requirements, and deadlines.Track project status from booking through completion.Generate reports for management regarding crew utilization and upcoming workload.Client Support
Assist with client communication regarding scheduling and project logistics.Coordinate changes in workforce requirements.Support the Operations Manager with customer service and project coordination.