Construction Operations Coordinator

About the Role

The Coordinator position plays a vital role in supporting the daily functions of the Construction Operations Department by managing administrative tasks, coordinating logistics, and helping ensure the team is operationally prepared throughout the event cycle. Working closely with the Vice President of Construction of Operations and the Manager of Project & Site Integration, this role supports the accuracy of systems and documentation, facilitates clear communication between internal teams and external vendors, and helps maintain the tools and workflows essential to departmental efficiency.

Responsibilities

• Prepare and distribute meeting agendas, notes, action items, and leadership follow-ups
• Maintain organized digital/physical archives for departmental records, dashboards, and workflows
• Coordinate department scheduling, meetings, and internal communications
• Assist in coordinating timelines & deliverables
• Coordinate and route operational permits, contracts, agreements, and departmental documentation
• Lead small-scale operational improvement initiatives, coordinating with internal and external stakeholders
• Assist VP with RFPs, contract administration, and letter drafting as needed
• Maintain and update system documentation, dashboards, workflow processes, and automations
• Ensure accuracy and alignment of data for reporting and resource tracking
• Evaluate system performance and recommend enhancements to improve efficiency, accuracy, and scalability
• Support onboarding and coordination of contractors, vendors, and seasonal staff
• Oversee credentials, catering & crew housing coordination for department vendors
• Track, manage, and fulfill resource needs (uniforms, radios, equipment, supplies)
• Provide on-site operational support during construction milestones, venue prep, load-in, show days, and load-out
• Maintain readiness checklists, operational tools, resource logs, and on-site documentation
• Ensure operational platforms and communication systems function effectively for real-time decision making
• Assist with scheduling, dispatch, and incident reporting during event timeframe

Qualifications

• 2–4 years of experience in construction administration, business coordination, event administration
• Strong administrative and organizational skills with high attention to detail
• Experience working with project management and construction software (e.g., Microsoft Office, Smartsheet, Lennd, Airtable, Asana or similar)
• Demonstrated ability to independently manage workflows, timelines, and cross-functional coordination with minimal oversight
• Strong technical writing skills
• Excellent communication and interpersonal skills; able to work with diverse teams and vendors
• Ability to manage multiple priorities in a high-pressure, deadline-driven environment
• Flexibility in work hours, including evenings and weekends as needed