OPERATIONS COORDINATOR

Spectra Event Group; Indiana (PA); On-site; USD 58,000 - 63,000; Full time

Job summary

Spectra Event Group is seeking an Operations Coordinator to support the operational engine behind our events. You will coordinate logistics, support internal systems, and ensure seamless project execution across departments.

We value an organized, solutions-driven mindset and the ability to advance projects with minimal direction in a fast-paced environment. This full-time role starts with a standard 9:00 am–4:30 pm schedule, with occasional shifts as needed.

Qualifications

• Experience in operations, coordination, or supervisory roles.
• Strong organizational and problem-solving skills with attention to detail.
• Experience in event, production, or film environments is a plus.
• Proficiency with Google Workspace and quick learning of new systems.
• Valid Class 5 Driver’s License (if required by role)

Responsibilities

• Coordinate operations across departments and manage schedules.
• Develop truck packing plans and sub-rental coordination.
• Ensure alignment between design, warehouse, and installation teams.
• Identify bottlenecks and maintain project flow.
• Support invoicing, payroll approval, and budget tracking.
• Build and maintain weekly schedules and manage team members.

Skills

Organizational skills

Problem-solving

Communication

Attention to detail

Learning quickly

Google Workspace

Tools

Google Workspace

Job description

Reporting to the Principal, the Operations Coordinator plays a critical role in supporting the operational engine behind Spectra Event Group. This position is responsible for coordinating logistics, supporting internal systems, and ensuring the seamless execution of projects across departments.

This is a role for someone highly organized, solutions-driven, and confident operating in a fast-paced, detail-critical environment. The ideal candidate demonstrates strong judgment, resourcefulness, and the ability to move projects forward without constant direction.

• RATE OF PAY: $58,000 - $63,000 annual salary
• permanent, full-time position
• hours of work are Monday – Friday, 9:00 am to 4:30 pm, with occasional shifts outside this time depending on the needs of the business.

Key Responsibilities

• Operations Coordination
• Develop and manage schedules, truck packing plans, and sub-rental coordination
• Ensure internal alignment between design, warehouse, and installation teams
• Identify and remove operational bottlenecks to maintain project flow
• Support execution of multiple concurrent projects with precision and clarity

Inventory & Warehouse Support

• Coordinate the warehouse team to maintain organization, availability, and readiness of inventory
• Assist in optimizing inventory usage and reducing inefficiencies
• Support systems that improve tracking, forecasting, and deployment of assets
• Support with truck delivery and packing/unloading

Financial & Administrative Support

• Assist with invoicing, billing, and financial tracking
• Review timesheets and support payroll approval processes
• Support budget tracking and cost awareness across projects

People & Team Coordination

• Support recruitment coordination and onboarding processes
• Build & maintain weekly schedules and manage a mix of casual and full-time team members
• Contribute to team organization, communication, and day-to-day coordination
• Help maintain a professional, structured, and accountable team environment

Systems & Process Improvement

• Support the development and implementation of operational systems and workflows
• Identify opportunities to improve efficiency, communication, and execution
• Contribute to long‑term operational planning and scalability initiatives

Qualifications & Assets

• Experience in an operations, coordination, or supervisory role
• Strong organizational and problem‑solving skills with attention to detail
• Experience in event, production, or film environments is considered an asset
• Working knowledge of the BC Employment Standards Act and general HR practices
• Proficiency in Google Workspace and comfort in quickly learning new systems
• Experience driving 5 Tone Box Trucks
• Valid Class 5 BC Driver’s License
• Demonstrated ability to exercise sound judgment in fast‑moving, real‑world scenarios
• How is this roll for
• Someone who takes ownership and follows through
• A strong communicator who keeps teams aligned and informed
• A proactive thinker who anticipates challenges before they arise
• Someone who values structure, clarity, and high standards of execution