Operations Coordinator

Position

Scene Ideas Inc. is seeking an experienced Operations Coordinator to support our team. The Operations Coordinator will report directly to the Operations Manager and will work in conjunction with our Sales team to assist and provide project logistics. This individual will be responsible for coordinating and scheduling the logistical components of our projects including but not limited to scheduling and tracking all labour, scheduling transportation for all projects, and communicating closely with clients to determine all timing and requirements. We are looking for a high-energy, positive and enthusiastic team member who can thrive in a fast-paced business. This position will primarily take place in our office; however, there may be requirements to work offsite at job sites as required by our projects. The successful candidate needs to be a self-starter and demonstrate an ability to be proactive, well-organized, and have strong communication skills.

Objective

Coordinate and schedule logistics including staffing, materials, and transport for all projects.

General Duties

1. Support the Operations Manager by assisting in the proactive coordination of workflows including the creation, coordination, and dissemination of related information/details to all relevant parties and departments.
2. Work in conjunction with the operations and sales teams to coordinate logistical components for all upcoming and confirmed projects including scheduling and booking transportation as required.
3. Meet with clients to review and determine accurate labour and logistics timing and amounts.
4. Work in conjunction with the operations and sales teams to coordinate labour and materials for all upcoming projects and work sites.
5. Maintain calendars to track all labour calls and distribute daily labour schedule internally.
6. Regularly update and maintain crew labour database.
7. Using our crew call out software to successfully schedule and book all onsite calls.
8. Tabulate all shop and onsite labour hours for job tracking and data entry for payroll.
9. Source and book flights and hotels for our crew for out-of-town projects.
10. Source and obtain quotes for shipping for out-of-town projects and for client goods.
11. Create POs for all purchases in advance and provide backup documents to support.
12. Coordinate and schedule drivers to achieve efficiencies for deliveries and pick-ups.
13. Source and procure vendors as needed and update supplier database.
14. Assist Operations Manager with client communications regarding logistics for upcoming projects and jobs.
15. Prepare, update and distribute project documentation including but not limited to schedules, onsite forms, tool and equipment lists, etc.
16. Work in conjunction with the Operations Manager to assist in managing aspects of Flex Rental Solutions software.
17. Monitor and report on project progress to Operations, Sales and track all changes to project scope.
18. Act as main client contact for clients and crew during installs and strikes.
19. Help as required to maintain an open line of communication to maintain project timelines and track key milestones and flag potential conflicts as necessary.
20. Source and obtain quotes and create Purchase Orders for supplies and equipment and cross rentals as needed.
21. Identify any issues that need clarification from the sales team or clients prior to the order being pulled by the warehouse.
22. Work in conjunction with the operations team to follow through with procedures and existing policies to maintain an efficient workflow on all projects.
23. Follow and maintain safety standards and procedural guidelines.
24. Contribute to a positive, professional and team-oriented atmosphere.
25. Other duties as assigned.

Skills & Experience Requirements

1. Minimum of five (5) years of professional experience in a similar position.
2. High school diploma or equivalent.
3. Strong computer skills on PC including great working knowledge of Microsoft Office.
4. High aptitude for learning new computer programs/software.
5. Excellent verbal and written communication skills.
6. Strong organizational and time management skills.
7. Capacity to establish priorities and work under pressure.
8. Flexibility and adaptability to changing workloads.
9. Excellent customer service skills.
10. Ability to liaise well with others and work within a team.
11. Ability to delegate tasks when needed.
12. Aptitude for problem-solving and attention to detail.
13. Ability to think critically and make sound decisions.
14. Ability to work and think independently without direct supervision.
15. Aptitude to be a team player with a high level of dedication.
16. Willingness to work additional time where necessary to complete tasks and meet deadlines.
17. Must possess and maintain a valid driver's license with a clean driving record.

Expectations

1. To always conduct oneself in a courteous and professional manner.
2. To contribute in positive ways that foster a collaborative, team-oriented work environment.
3. To always respond to all communications, verbal or written, in a timely manner.
4. To approach workflow in a proactive fashion, following up with relevant parties as needed.
5. To be forward-thinking, always considering the bigger picture and how to best achieve it.
6. To make recommendations and suggestions to improve workflow and efficiencies.
7. To finish tasks to completion.
8. To provide updates and status reports regularly, especially when tasks have been completed.
9. To clarify any tasks, items or requests that are unclear or require more explanation.
10. To ask for help when needed.
11. To express and share goals for professional development.
12. To support teammates.
13. To understand and adhere to the company’s code of conduct.

Schedule

1. Schedule is based on a 40-hour work week.
2. Office hours are Monday to Friday from 7:30 am to 4:00 pm with evenings and weekends on job sites as necessary.
3. This position will primarily take place in our office/shop in Richmond; however, there are requirements to work offsite at job sites as required by our projects.

Other

1. International applicants without valid work permits and who are not currently residing in Canada will not be considered.

Salary

1. $55,000 to $62,000 / year based on experience and skillset.

About Scene Ideas Inc.

Scene Ideas is a staging rentals and custom scenery shop, originally created as the necessary solution to meet the growing needs of the local events industry in Vancouver. Employing a task-force of specialized and experienced tradespeople, technicians, artisans, and designers, our 12,000 square foot facility is equipped to handle all aspects of fabrication from woodworking to welding, metal work, scenic painting, scenic automation, and sculpting. All levels of production are seamlessly integrated via our team’s full CAD and graphics capabilities. Working drawings, engineering plans, and rich renderings are synchronized to ensure comprehensive communication from concept through to execution. Scene Ideas also maintains Western Canada’s largest inventory of Steeldeck staging and accessories. Our ever-expanding inventory of scenic elements are in stock and can be rented ‘off-the-shelf’ or customized in-house. The mandate at Scene Ideas is to provide exceptional customer service under any and all circumstances. Since its inception, the legacy of Scene Ideas has been customer satisfaction and the success of our clients has been the keystone of the company’s continued success. We are very proud of the team we have built throughout the years and our client’s success is of paramount importance for each and every member of our team.