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Operations Coordinator

4 months ago

Phoenix, United States Clearwing Productions Inc Full time

**Who We Are**

Clearwing Systems Integration is the permanent installation company within the Clearwing Group. We provide long-lasting, high-quality audio, video, lighting, drapery, and rigging solutions to venues of all types and of all sizes. As every environment is unique, we tailor our services to fit the complexity and needs of each individual project. Clearwing has physical offices strategically located in Milwaukee, WI, Phoenix, AZ and Denver, CO. We have installed systems in clubs, stadiums, arenas, houses of worship, schools, universities, theaters, museums, and casinos across the U.S. and all over the world.

The Clearwing Group offers more than an excellent job; we offer the ability to make a difference in a meaningful way. Whether you are an experienced road veteran or new to the industry, Clearwing provides extraordinary opportunities for growth and competitive compensation and benefits. Full time employees are eligible for Medical, Dental and Vision Insurance, Paid Time Off, Paid Sick Time, Long-Term Disability; Company paid life insurance with employee paid supplemental options and optional 401-K Plans.

**Function***

The Operations Coordinator provides administrative support to the Operations manager, ensuring accurate deployments, logistics, and resource management on all Clearwing Systems Integration projects. The Operations Coordinator understands the strengths and specializations of our installation resources, internally and externally, and supports Project Management in allocating and scheduling these resources based upon the needs of each project. They are expected to assist the Project Management team in the facilitation of resource travel, third party equipment, and associated project tooling and logistics.

**Essential Duties & Responsibilities**:

- Collaborates with the Project Coordinator to manage Clearwing’s Operations 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 communication
- Organizes, 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 Clearwing 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 correctly capture 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 Manager
- Helps 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.

**Minimum Qualifications**
- 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 lead a team to meet established deadlines and priorities.
- Possesses effective communication and time management skills as well as a high level of detail orientation.
- Must be comfortable managing schedules and priorities in a fast-paced environment.
- Familiarity reading and interpreting contracts, construction documents and drawings.
- Proficiency in the Microsoft Office Suite

**Preferred Qualifications**
- Experience in Live Event 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 certified, 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