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. 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.

SKILLS & EXPERIENCE REQUIREMENTS:

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

• 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.
• 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.
• Meet with clients to review and determine accurate labour and logistics timing and amounts.
• Work in conjunction with the operations and sales teams to coordinate labour and materials for all upcoming projects and work sites.
• Maintain calendars to track all labour calls and distribute daily labour schedule internally.
• Regularly update and maintain crew labour database.
• Using our crew call out software to successfully schedule and book all onsite calls.
• Using our time tracking software, do daily a review and tabulate all onsite labour hours for job tracking and data entry for payroll.
• Source and book flights and hotels for our crew for out-of-town projects, including assisting the Sales department in gathering accurate costs for quotes.
• Source and obtain quotes for 3rd party shipping for out-of-town projects and for client goods.
• Create PO’s for all purchases in advance and provide back up documents to support.
• Coordinate and schedule drivers to achieve efficiencies for deliveries and pick-ups.
• Source and procure vendors as needed and update supplier database.
• Assist the Director of Operations with client communications regarding logistics for upcoming projects and jobs.
• In a timely manner prepare, update and distribute project documentation including but not limited to schedules, onsite forms, tool and equipment lists, etc.
• Work in conjunction with the Operations Manager to assist in managing aspects of Flex Rental Solutions software. (https://www.flexrentalsolutions.com/).
• Monitor and report on project progress to Operations, Sales and track all changes to project scope.
• Act as main client contact for clients and crew during installs and strikes.
• Help as required to maintain an open line of communication to maintain project timelines and track key milestones and flag potential conflicts as necessary.
• Source and obtain quotes and create Purchase Orders for supplies and equipment and cross rentals as needed.
• Identify any issues that need clarification from the sales team or clients prior to the order being pulled by the warehouse.
• Work in conjunction with the operations team to follow through with procedures and existing policies to maintain an efficient workflow on all projects.
• Follow and maintain safety standards and procedural guidelines.
• Contribute to a positive, professional and team-oriented atmosphere.
• Other duties as assigned.