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    Operations Coordinator- Systems - Chicago, United States - Theater Outsource

    Theater Outsource
    Theater Outsource Chicago, United States

    1 week ago

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    Description
    Job DescriptionThe Operations Coordinator will drive internal projects and process changes within the operational team.

    They should expect to analyze project processes, identifying any inefficiencies and recommend adjustments as needed to Operations Management to improve standard operating procedures.

    A successful candidate will be a passionate, driven and detail-oriented individual focused on communication, efficiency, and team development.

    Essential Duties & ResponsibilitiesCollaborates with the Project Coordinator to manage the calendar ensuring that it accurately reflects current contracted project schedules and sponsored events.

    Supports the Project Management team by Identifying and scheduling appropriate internal, freelance, and third-party resources in relation to project equipment needs and installation labor requirements.

    Ensures Resource List accurately reflects skill sets, strengths, and relevant details regarding our installation resources.

    Recommend improvements in Standard Operating Procedures to Operations Management by Identifying and implementing potential new processes to increase project efficiency and ensure clarity of communicationOrganizes, facilitates, maintains, and uploads Operational documentation reports and file structure.

    Negotiates preferred rates with airlines, hotels, and third-party vendors when possible, including group block rates or preferred vendor rates.
    Facilitates booking of internal and administrative travel, organizing required Per Diem and reporting to HR as needed.
    Works across divisions to optimize and identify best procedures for Travel Policies.

    Schedule, quotes, and assign trucking resources for internal and project needs in collaboration with Transportation Manager, Warehouse Manager and Project Coordinator.

    Collaborates with Project Manager and Project Coordinator to capture correctly and code all project expenses against the job. IE Labor, Trucking, Rental Equipment.
    Assists Operations Manager with Administration of Project Teams within Microsoft 365, PlanGrid, DropBox and other software as needed.
    Reports requisite project information to HR to ensure accurate and timely payroll processing.

    Facilitates department onboarding and training alongside Operations ManagerHelps to plan and organize conferences, events, staff training, and employee engagement activities.

    Organizes, drives, and facilitates internal development projects as directed by the Operations Manager.
    RequirementsMinimum Qualifications

    • Must have at least 3-5 years project administration experience, or in a related field.
    • Familiarization working within design build, retrofit and commercial construction and installation projects.
    • Proven ability to effectively manage a team to meet established deadlines and priorities.
    • Must be effective in multi-tasking, highly organized, and an effective communicator.
    • Must be comfortable managing schedules and priorities in a fast-paced, high-stakes environment.
    • Experience reading and interpreting contracts, construction documents and drawings.
    • Excellent interpersonal skills and customer-service orientation towards both internal and external customers.
    • Proficiency in the Microsoft Office Suite, AutoCAD, and Adobe Creative Cloud Suite
    • Willingness to travel to site for short duration as required by the project.
    Preferred Qualifications

    • Experience in Live Events Production and Themed Entertainment Construction.
    • Experience with the design and integration of Audio, Video, Lighting and Rigging systems.
    • Experience with Q360, D-Tools, HubSpot

    Industry certifications such as:
    ETCP, CTS, OSHA 30 Hour, CAPM etc.
    Physical Working Conditions

    • Must be able to lift up to 50lbs
    • Work at heights in a variety of venues
    • Physical ability to walk, crawl and work in difficult positions and areas
    • Must be able to travel to offices and jobsites as required
    • This position is an in-office position with potential for hybrid following first year of employmentBenefitsThis job is not located in Chicago, IL. To maintain the confidentiality of our clients all jobs are posted in Chicago, IL, the city where Theater Outsource is located.
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