Job Description: Operations Coordinator

Job Title: Operations Coordinator
Department: Operations
Location: Singapore
Reports To: Operations Manager / Director

Role Summary

We are looking for an organized and dependable Operations Coordinator to support the day-to-day planning and execution of event and rental operations. This role is responsible for coordinating manpower, job schedules, logistics, equipment readiness, and internal communication to ensure projects run smoothly from confirmation to completion.

The ideal candidate is highly organized, detail-oriented, calm under pressure, and able to keep multiple moving parts under control in a fast-paced events environment.

Key Responsibilities

Project & Job Coordination

• Coordinate confirmed jobs and ensure smooth handover from sales to operations
• Prepare and manage job sheets, schedules, call times, and deployment details
• Ensure all project information is complete, accurate, and communicated clearly to the team
• Track project timelines, setup schedules, teardown timings, and collection arrangements

Manpower Coordination

• Assign crew, drivers, and freelancers based on project requirements
• Confirm staff availability, reporting times, and deployment schedules
• Communicate job details clearly to internal crew and part-time staff
• Monitor attendance, punctuality, and on-the-day manpower issues

Logistics & Deployment Support

• Coordinate delivery and collection schedules
• Ensure venue details, loading access, setup timing, and contact persons are captured accurately
• Work closely with drivers, crew leads, and warehouse staff to ensure smooth deployment flow
• Escalate potential delays, manpower shortages, or scheduling conflicts early

Internal Operations Support

• Liaise between sales, warehouse, logistics, and site crew to keep operations aligned
• Follow up on outstanding operational details before each project
• Track job status updates and ensure internal systems are updated accurately
• Support post-event follow-up including return status, missing items, and operational notes

Administrative & Reporting Duties

• Maintain accurate records for jobs, staffing, and scheduling
• Update internal databases, trackers, and operational documents
• Assist in building and improving SOPs, checklists, and coordination systems
• Prepare summaries or reports for ongoing and completed projects where required

Requirements

• Prior experience in operations coordination, events, logistics, or project coordination preferred
• Strong organizational and time management skills
• Able to manage multiple projects and deadlines at the same time
• Good communication skills and ability to coordinate with different teams
• Comfortable working in a fast-paced environment with changing priorities
• Strong sense of responsibility, follow-through, and attention to detail
• Proficient in spreadsheets, messaging tools, and basic administrative systems
• Willing to work extended hours or weekends when required by event schedules

Preferred Experience

• Experience in events, AV, production, logistics, rental, or field operations
• Familiarity with scheduling crew, drivers, or freelance manpower
• Experience handling job sheets, deployment schedules, or operations trackers
• Ability to spot operational risks early and escalate appropriately

What Success Looks Like

• Jobs are scheduled accurately and communicated clearly
• Crew and drivers know where to be, when to report, and what to do
• Operational issues are identified early instead of becoming last-minute emergencies
• Internal handovers are clean and complete
• Projects run with fewer missed details, delays, and coordination errors

Personal Traits We Value

• Organized
• Proactive
• Calm under pressure
• Detail-oriented
• Reliable
• Fast-moving
• Good communicator
• Strong follow-through

Employment Type

• Full-time