Operations Coordinator

Job Description

Sand In My Boots Festival 2025
• Start Date: January 6, 2025
• End Date: May 30, 2025
• Travel In: May 10, 2025
• Onsite Dates: May 11 – May 19, 2025
• Travel Out: May 20, 2025

Position Summary:

The Operations Coordinator is responsible for supporting the comprehensive planning, coordination, and real-time management of festival operations for Sand in My Boots 2025. Working closely with the Crew Services Manager, this role encompasses collaboration across various teams, including HERD, Lodging, Catering, and Staff Transportation. The Operations Coordinator plays a vital role in building and refining the HERD Advance system, facilitating clear communication, and scheduling with Department Leads, and ensuring vendors and staff have the resources needed for successful execution. This position oversees data accuracy, manages deadlines, and assists with the coordination of festival accommodations such as lodging, catering and staff transportation. On-site, the Operations Coordinator handles last-minute requests, tracks essential information for post-event reporting, and ensures seamless festival operations.

Essential Functions:

Pre-festival Responsibilities
• Assist in developing the Sand in My Boots 2025 HERD Advance, including its overall structure and functionality.
• Collaborate with the Crew Services Manager to create a detailed plan for managing HERD operations.
• Schedule and facilitate meetings with Department Leads to develop tailored HERD Advance Request pages.
• Support updates to the HERD Advance Manual in collaboration with the Crew Services Manager.
• Provide training and guidance to vendors and staff on accessing and navigating HERD Advances.
• Send weekly reminders about HERD Advance deadlines and follow up on missed deadlines, implementing corrective action plans as needed.
• Troubleshoot HERD system issues in collaboration with the HERD Team.
• Participate in weekly HERD team and Crew Services meetings.
• Generate, review, and analyze HERD asset reports to support festival planning.
• Collaborate with the Crew Services Manager to cross-reference vendor contracts and verify the accuracy of logistical assets, including lodging, catering, rentals, and staff transportation.
• Partner with the Lodging and Catering teams to confirm room assignments and meal allocations align with contract specifications.

Staff Accommodation Coordination
• Coordinate with the Festival Finance team to arrange transportation and rental services for festival staff.
• Work closely with the Staff Shuttle team to ensure assigned staff are informed about shuttle services and actively utilize them.

Staff Transportation Coordination
• Coordinate with the Festival Finance team to arrange transportation and rental services for festival staff.
• Work closely with the Staff Shuttle team to ensure assigned staff are informed about shuttle services and actively utilize them.
On-Site Responsibilities
• Manage last-minute HERD Advance access requests and modifications.
• Track final vendor and staff details, including lodging, catering, travel, and transportation, for post-event reporting and settlement.
• Update on-site HERD Advance data to maintain complete and accurate records.
• Collaborate with Lodging and Catering teams to facilitate last-minute adjustments to room assignments or meal plans.
• Handle on-call tasks, such as supply pickups and deliveries, as directed by the Festival Director.
• Coordinate with the transportation team to manage communication or updates for staff shuttle schedules and resolve any transportation issues for festival staff and vendors, to include rentals.

Required Qualifications:
• Two (2) years of related experience in operations, event coordination, or project management.
• Experience supporting system development and managing logistical plans.
• Strong ability to facilitate cross-functional collaboration and lead team meetings.
• Proficiency in generating and analyzing reports for operational planning.
• Administrative experience with a proactive approach to supporting leadership.
• Strong communication skills for effective team collaboration and progress reporting.
• Attention to detail for cross-referencing contracts and logistical data.
• Exceptional organizational skills, including managing deadlines and corrective actions.
• Problem-solving abilities to troubleshoot technical or system issues.
• Ability to coordinate closely with multiple teams to fulfill operational requirements.

Jobcode: Reference SBJ-rb403k-3-145-83-149-42 in your application.