Event Operations Coordinator

Key Responsibilities

• Cook up staffing for special events, temporary assignments, and semi-permanent contracts
• Maintain accurate employee schedules using workforce management software
• Send shift confirmations and scheduling updates to officers and supervisors
• Track schedule changes, employee call-offs, late arrivals, and coverage adjustments
• Aid with last-minute staffing requests during operational changes or emergencies
• Maintain and distribute an ongoing event calendar to support operational planning

Administrative & Operational Support

• Enter event information, client details, and staffing assignments into scheduling platforms
• Maintain accurate operational records to support payroll, billing, and reporting processes
• Aid leadership with preparing staffing reports and deployment summaries
• Organize and maintain documentation related to event operations and personnel assignments
• Coordinate logistics for new client accounts, special projects, and temporary contracts

Communication & Personnel Coordination

• Serve as a primary point of contact between management, supervisors, and field personnel
• Communicate assignment details through phone calls, email, and text messaging
• Answer scheduling-related questions and direct inquiries to the appropriate department
• Ensure employees receive timely information regarding assignments, schedule updates, and operational expectations
• Maintain professional communication with employees, clients, and operational partners

Event Operations Support

• Assist Operations leadership with planning and coordinating security coverage for special events
• Participate in operational meetings and planning discussions
• Help improve scheduling processes and operational efficiency
• Support event readiness before, during, and after scheduled operations
• Provide administrative assistance for daily operational activities as needed

Required Qualifications

• High school diploma or GED
• Valid driver's license and reliable personal vehicle
• Strong organizational and time-management skills
• Excellent written and verbal communication abilities
• Proficiency with Microsoft Office applications
• Ability to manage multiple assignments while meeting deadlines
• Strong attention to detail and accuracy
• Professional customer service skills
• Ability to maintain confidentiality regarding client and personnel information
• Pass a background check and verify authorization to work in the United States

Preferred Qualifications

• One or more years of experience in scheduling, logistics, operations coordination, dispatch, workforce planning, or administrative support
• Experience working in private security, event operations, staffing coordination, or related industries
• Familiarity with workforce management software such as TrackTik or similar scheduling platforms
• Experience supporting payroll, scheduling, or operational reporting
• Strong problem-solving abilities and the ability to adapt in a fast-changing work environment