OPERATIONS COORDINATOR

Position Summary

The Operations Coordinator is an entry-level, operations-focused role responsible for ensuring projects are set up, tracked, and executed accurately across systems and departments. This position supports the operational backbone of SGPS ShowRig by maintaining data integrity, coordinating information flow, and ensuring project and labor-related details are complete, accurate, and ready for downstream use.

This role works cross-functionally with Purchasing, Project Management, Tour Staffing, Accounting and Project Operations. The responsibilities include ensuring projects are properly set up within cross-departmental systems, supporting the purchasing department and preparation for the purchasing system, collecting data and creating events and schedule adjustments for labor tracking, contract creation for projects and executives, along with administrative and front desk support. The ideal candidate is organized, detail-oriented, and capable of independently completing work.

Essential Duties and Responsibilities

Project and Systems Coordination

• Accurately set up new projects in internal systems, ensuring correct job numbers, subsidiaries, project codes, and supporting documentation.
• Maintain, audit, and reconcile project data across multiple systems to ensure consistency, accuracy and completeness.
• Proactively identify discrepancies between systems and resolve or escalate issues before work progresses.
• Independently track assigned tasks and deadlines and communicate proactively if timelines are at risk.
• Create and manage events within labor tracking software, ensuring accurate schedules, shifts, and supporting details based on project information.
• Collaborate closely with the Project Management team to ensure administrative and operational requirements are met accurately and on time.

Purchasing and Operations Support

• Support the Purchasing department by compiling accurate purchasing lists, tracking required materials, and ensuring timely handoff of information.
• Receive and verify packages, accurately accounting for contents and noting discrepancies from purchase order.
• Coordinate with Operations team to support documentation updates and operational readiness.
• Assist with contract creation, ensuring accuracy of client, project, and executive information.
• Collect, organize, and validate data for labor tracking, ensuring accuracy within worksheets.
• Serve as a reliable operational point of contact between Project Management, Accounting, Purchasing, and Operations teams.

Administrative and Front Office Support

• Provide front desk coverage as needed, including answering phones and greeting visitors.
• Assist with general administrative tasks that support overall operations.

Qualifications

• 2-4 years’ experience in project coordination, operations support, administrative operations, or similar roles.
• Strong aptitude for systems-based work, data accuracy, and process adherence.
• Proficiency with Microsoft Office, ERP systems (NetSuite) and labor management systems.
• Experience supporting multiple departments or workflows in a fast-paced operational environment is strongly preferred.
• Ability to manage multiple priorities while maintaining a high level of accuracy.

Skills and Competencies

• Exceptional attention to detail and follow-through.
• Strong organization and time management skills.
• Analytical and methodical approach to work.
• Clear written and verbal communication skills.
• Willingness to learn internal systems and processes.
• Professional demeanor and a commitment to operational excellence.
• Comfortable answering phones and engaging with visitors.