Operations Coordinator (Job ID: TIPTIA1)

Insideoutva; Northern (KY); Hybrid; USD 11,000 - 12,000; Part time

Job summary

The client, a well-established stage design business based in Nashville, Tennessee, is seeking an Operations Coordinator to be the central administrative anchor for ongoing projects. This part-time, remote role focuses on organizing master schedules, project files, and vendor- and contractor coordination to keep multiple live jobs moving smoothly.

Starting at approximately 15 hours per week with a schedule Monday–Friday mornings in Central Time, the role requires fluent English, strong

Qualifications

• Proven experience in operations, project coordination, or executive administrative support.
• Exceptional organizational skills and keen attention to detail.
• Strong written and spoken English communication.
• Comfort in managing multi-faceted schedules across multiple active projects simultaneously.
• Ability to work independently, anticipate needs, and solve operational friction proactively.
• Familiarity with Email & Calendar Systems (Google Workspace / Outlook), Cloud File Storage (Dropbox, Google Drive, etc.), and AI Productivity Tools (ChatGPT, Claude).
• Minimum availability starting at 15 hours per week (set morning hours), with flexibility to scale hours as operational integration deepens.

Responsibilities

• Schedule & Calendar Management: Oversee active job scheduling, track project deadlines, and manage master project calendars to keep all active jobs running smoothly.
• Client Follow-Up & Review Generation: Systematically follow up with clients following job completion to send feedback links and collect Google reviews.
• File & Information Organization: Systematize artwork, client files, and production details so the latest file versions are accurate and immediately accessible.
• Contractor & Team Coordination: Assist in sourcing, scheduling, and coordinating temporary workers, contractors, and on-demand installation help. Collaborate effectively with internal team members on administrative and operational workflows.
• Operational Record-Keeping & Executive Support: Maintain clear, up-to-date administrative and operational records for all active client projects while offloading recurring administrative tasks to reclaim time for leadership.

Skills

Proven Operational Experience

Exceptional Organization & Detail-Or…

Fluent English & Communication

Multi-Project Schedule Management

Proactive Problem Solving

Required Tools Knowledge

Availability

Tools

Google Workspace

Outlook

Dropbox

Google Drive

ChatGPT/Claude

Job description

Exciting Remote Opportunity! We're Hiring an Operations Coordinator!

Are you a proactive, detail-oriented problem solver with exceptional organizational skills and experience in project coordination or administrative support? We are seeking an Operations Coordinator to serve as a central administrative anchor for a well-established stage design business based in Nashville, Tennessee.

C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift.

Job Details at a Glance

• Job Title: Operations Coordinator
• Job ID: TIPTIA1
• Industry: Live Event Production, Entertainment Design, and Experiential Marketing
• Location: LATAM / PH / South Africa
• Job Status: Part Time - 15 to 20 hours per week
• Work Schedule: Monday to Friday, 9am to 12pm (Central Time)
• Salary: $8 to $9 per hour
• Target Start Date: ASAP

About the Client

The client is a well-established, 20-year-old stage design business based in Nashville, Tennessee, specializing in custom backdrops and stage props for the entertainment and live production industries. As a specialized design firm managing high-volume, deadline-driven projects, the company relies heavily on seamless scheduling and organized project assets. To maintain their long-standing reputation for quality while scaling their operations, the leadership team is bringing on administrative support to streamline project workflows, manage logistics, and eliminate administrative bottlenecks.

About the Role

The Operations Coordinator will serve as a central administrative anchor, taking ownership of recurring operational tasks that keep active jobs moving forward. The primary focus of this role is bringing structure and efficiency to project coordination—specifically through managing master schedules, organizing client artwork and project files, coordinating contractor/installation support, and maintaining client engagement through post-project review requests. Starting at approximately 15 hours per week (with room to scale upward as business needs expand), this part-time remote position is designed to directly alleviate operational friction for business leadership.

Key Responsibilities

• Schedule & Calendar Management: Oversee active job scheduling, track project deadlines, and manage master project calendars to keep all active jobs running smoothly.
• Client Follow-Up & Review Generation: Systematically follow up with clients following job completion to send feedback links and collect Google reviews.
• File & Information Organization: Systematize artwork, client files, and production details so the latest file versions are accurate and immediately accessible.
• Contractor & Team Coordination: Assist in sourcing, scheduling, and coordinating temporary workers, contractors, and on-demand installation help. Collaborate effectively with internal team members on administrative and operational workflows.
• Operational Record-Keeping & Executive Support: Maintain clear, up-to-date administrative and operational records for all active client projects while offloading recurring administrative tasks to reclaim time for leadership.

Qualifications & Skills

Core Requirements

• Proven Operational Experience: Proven experience in operations, project coordination, or executive administrative support.
• Exceptional Organization & Detail-Oriented: Exceptional organizational skills and keen attention to detail.
• Fluent English & Communication: Strong written and spoken English communication skills, ensuring clear and understandable client and contractor interactions.
• Multi-Project Schedule Management: Comfort in managing multi-faceted schedules across multiple active projects simultaneously.
• Proactive Problem Solving: Ability to work independently, anticipate needs, and solve operational friction proactively.
• Required Tools Knowledge: Familiarity with Email & Calendar Systems (Google Workspace / Outlook), Cloud File Storage (Dropbox, Google Drive, etc.), and AI Productivity Tools (ChatGPT, Claude).
• Availability: Minimum availability starting at 15 hours per week (set morning hours), with flexibility to scale hours as operational integration deepens.

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