Operations Professional
Job Description
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.
