Operations Coordinator

Date Posted: Dec 15, 2017
Application Deadline: Jan 05, 2018
Start Date: Jan 22, 2018

Salary: TBD
Province: Ontario
Region: Southwestern Ontario
City: Toronto
Organization's Field/Discipline: Doesn't apply
Term: Full-time
Career Level: Intermediate

Organization Description

Bespoke Audio Visual
In an increasingly busy world, events provide a unique opportunity to bring people together, to provide them with opportunities to connect with one another and to communicate your brand. 

Bespoke AV is a full-service audiovisual equipment rental and staging company.  Our core business is rental and temporary installation of audio and visual equipment. 

We work with you from fruition to completion to make your event a success.  Our team will help you design and manage the logistics for your event and we will outfit your event with the industries latest, state-of-the-art special events technical equipment. 

We follow a project management methodology that allows our team to help you meet deadlines, maximize opportunities and produce a superior event.  Whether you’re staging a last-minute press conference or a summit you’ve been planning for two years, our experience can add value to your event team. 

Job Description

The Operations Coordinator is responsible for aiding in the day-to-day management of company operations. Working with the various Operations Managers (Equipment, Labour, Warehouse, Transportation) the Operations Coordinator will provide organizational and administrative support wherever needed in the department. This includes the management of all operational details for events ranging from the initial stages of an order all the way through to its return and preparation for billing, including the management of both equipment and labour assets. As deemed necessary, the Operations Coordinator may send themselves out in a staff or management capacity to ensure the successful completion of events. In this event, they shall be responsible for aiding in the production of a client’s event through management of Bespoke Audio Visual crew, aiding in loading/unloading of trucks and production of the event, and general setup of audio, lighting, video and staging equipment. This position comprises an average 40-hour work week and monthly “on-call” duties as required.

Operations Coordinator: Key Duties
 
Equipment Management & Availability (40%)
 
  • Work in tandem with the Equipment Manager to provide key services such as:
    • Maintain key operational knowledge of all network wide events and plan and arrange for any needed cross rentals or transfers.
    • Work with the Production Management team to provide needed details and pricing for upcoming and historical projects, and highlight any potential issues as far in advance as possible.
    • Work to ensure accuracy in equipment management by the various warehouses to maximize availability calculations and projections.
    • Collaborate with the Warehouse and Transportation managers in the design and execution of systems and packages to maximize warehouse staff utilization, truck spaces, etc . . .
    • Become fully fluent in all functions of our rental software, Flex Rental Solutions, to provide support to the entire organization.
    • Prepare and present tutorials to key staff on beginner and advanced functions to increase knowledge of Flex in the organization.
 
Personnel Management (40%)
 
  • Work in tandem with the Labour Manager to provide key services such as:
    • Coordinate booking and scheduling of all full time and part time personnel for the execution of Bespoke AV events.
    • Work with the Production Management team to provide needed details and highlight any potential issues related to personnel as far in advance as possible.
    • Become full fluent in all functions of our labour management software, Lasso, to provide support to the entire organization.
    • Send out relevant information using Lasso to all scheduled personnel as per the events.
    • Assist with recruiting, interviewing and hiring of part time staff and prepare any corresponding paperwork.
    • Collect and organize part-time hours for payroll purposes.
 
Operations Team Other Duties (20%)
 
  • Provide additional operational team services as required in busier times, such as helping to pack shows, drive vehicles or aid in on-site tasks.
  • Be available subject to upcoming on-call requirements in a rotational basis when required.
  • Provide coverage for other operations team members when on vacation or out of the office for short periods of time.
  • Be available to answer late night emails and phone calls as required when beyond the scope of the available operations resources.
 
Operations Coordinator On-Site Component
 
  • Act as key point of contact for clients and staff on-site.
  • Using internal knowledge of event organization, timelines and structural necessary, provide leadership to on-site staff.
  • Assure compliance with OHS regulations on show sites, immediately correcting any issues.
  • On larger events, provide stewarding and department coordination services to clients.
  • Perform install, dismantle and show related on-site tasks as required.


Requirements:

  • 2-3 years experience in the corporate & live events industry.
  • Experience in leading projects amongst various departments.
  • Familiarity with key A/V equipment is an asset but not required. 
  • Strong written and verbal communication skills.
  • Ability to prioritize and execute tasks in a high pressure environment.
  • Strong administrative and organizational skills
  • Ability to work both independetly and within a team.
  • Adaptable to a flexible work schedule, including some evenings and weekends.
  • Experience with common software tools such as Microsoft Excel, Word, Outlook etc . . .


Additional Info:

Thanks to everyone who applies for their interest in this posting. Only candidates who are selected for an interview will be contacted. All information is kept in the strictest of confidentiality.

How to Apply:

  • Please submit a cover letter and resume with 3 references to careers@bespokeav.ca.
  • Please clearly mark in the subject of your email that this is for the Operations Coordinator - Toronto position.
  • Please only submit Word Documents or PDFs for consideration. Apple Pages or other formats will not be accepted.
  • Applications must be submitted no later than 5pm on January 5th 2018 to be considered.


Contact Info:

Name: Mike Wilson
Telephone: 6477979911
Telephone Ext.: 231
Email: mike.wilson@bespokeav.ca
Website: www.bespokeav.ca

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