Operations Professional

Duran Tent Specialists; Paramount (CA); On-site; USD 52,000 - 78,000; Full time

Job summary

Durant Tent Specialists in Paramount, CA is seeking an organized Operations Coordinator to support event labor, scheduling, logistics, and invoicing. You will ensure crews, clients, and internal teams stay aligned on festivals, sporting events, and large tent installations.

The role requires proactive multitasking, attention to detail, and the ability to manage multiple projects in a fast-paced environment, from booking travel to submitting invoices within 24–48 hours.

Qualifications

• Experience coordinating multi-project schedules and field crews.
• Strong organizational skills and ability to manage multiple priorities.
• Proactive, detail-oriented with fast-paced environment experience.

Responsibilities

• Maintain master schedule and allocate crews for projects.
• Review daily timesheets, verify hours, and assist payroll.
• Prepare invoices within 24–48 hours of project completion and verify charges.
• Coordinate travel, lodging, flights, and transportation for out-of-town projects.
• Prepare and distribute job packets with project details and safety requirements.
• Update project tracking systems and generate management reports on crew utilization.
• Assist with client communications and adjust staffing plans as needed.

Skills

Scheduling

Multi-project coordination

Payroll support

Invoicing

Travel logistics

Client communication

Tools

Monday.com

Goodshuffle

Billing software

Job description

Job Description

Job Description

Position Summary

Durant Tent Specialists is seeking a highly organized and detail-oriented Operations Coordinator to support our event labor, scheduling, logistics, and invoicing operations. This position plays a critical role in ensuring our crews, clients, and internal teams remain aligned while supporting some of the largest events in the country, including festivals, sporting events, and large-scale tent installations.

The ideal candidate is proactive, organized, capable of managing multiple priorities simultaneously, and thrives in a fast-paced environment.

Primary Responsibilities

Scheduling & Workforce Coordination

• Maintain the company master schedule and workforce calendar.
• Schedule and allocate crews for upcoming projects.
• Track crew availability and manpower capacity.
• Coordinate with supervisors regarding staffing needs.
• Monitor daily workforce assignments and adjustments.

Timesheets & Payroll Support

• Collect and review daily timesheets from field crews.
• Verify hours worked, overtime, and crew assignments.
• Submit accurate timesheet information to payroll.
• Assist in resolving timekeeping discrepancies.

Invoicing & Administrative Support

• Prepare draft invoices based on approved timesheets.
• Verify crew counts, overtime, transportation, and per diem charges.
• Organize supporting documentation for billing.
• Ensure invoices are prepared within 24-48 hours of project completion.

Travel & Logistics Coordination

• Book flights, hotels, rental vehicles, and transportation for out-of-town projects.
• Prepare travel itineraries and distribute to crews.
• Coordinate crew lodging and transportation schedules.
• Track travel budgets and expenses.

Job Packet Preparation

• Create and distribute job packets for field supervisors.
• Ensure crews receive project information, addresses, schedules, and safety requirements.
• Verify all required project documentation is complete before deployment.

Project Tracking & Reporting

• Update and maintain Monday.com, Goodshuffle, and company tracking systems.
• Monitor upcoming projects, labor requirements, and deadlines.
• Track project status from booking through completion.
• Generate reports for management regarding crew utilization and upcoming workload.

Client Support

• Assist with client communication regarding scheduling and project logistics.
• Coordinate changes in workforce requirements.
• Support the Operations Manager with customer service and project coordination.