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TITLE
Operations Manager
SALARY RANGE
$80,000 - $100,000
BONUS
Discretionary
THE PERKS
- Standard Health Benefits
- Phone Allowance
LOCATION
Greater Toronto Area, ON
THE OFFICE
5 Days In-office
TEAM SIZE
Under 5
THE ROLE
A hands-on operations role at the centre of a busy events business. You will own the scheduling of crew, vehicles, and equipment across many events running at the same time, keep day-to-day operations moving, and close out the costs behind each project. The pace is fast, plans change often, and the role connects the sales, warehouse, and operations teams.
- Crew Scheduling & Labour Management (35%)
- Financial Processing & Project Reconciliation (25%)
- Logistics, Transportation & Scheduling (25%)
- Process Improvement & Systems Development (10%)
- Team Leadership & Mentorship (5%)
THE TASKS
Crew Scheduling & Labour Management
- Scheduling freelance crew using scheduling software and time tracking systems
- Sending availability inquiries and job offers to a roster of hundreds of freelancers, following up by phone and text until every spot is confirmed
- Managing crew bookings, confirmations, and real-time adjustments
- Exporting and distributing call sheets for events
- Coordinating onboarding for new contractors including documentation and rate setups
- Managing vacation and time-off requests for full-time employees
- Arranging cross-border crew travel including flights, accommodations, schedules
- Serving as the primary communication hub for freelance contractors, including early morning or evening confirmations when timelines require it
- Reviewing the schedule daily to confirm crew, timing, and risks for the next 24 to 48 hours
- Leading labour forecasting and capacity planning for peak seasons
- Serving as escalation point for complex scheduling conflicts, making independent decisions under tight timelines
Financial Processing & Project Reconciliation
- Reviewing and processing contractor invoices
- Verifying invoices against approved rates, hours worked, and project details
- Cross-checking timesheets against call sheets and flagging discrepancies
- Creating purchase orders in the system for every booking, per company policies and timelines
- Tracking invoice status and resolving billing issues
- Owning project close-outs and reconciling all expenses for profitability tracking
- Maintaining organized records for contractor billing and payments
- Overseeing project close-out accuracy and identifying profitability trends
- Providing financial summaries and variance reports to leadership
Logistics, Transportation & Scheduling
- Matching each event’s equipment load to the right truck or van, confirming vehicle availability, and preventing double bookings across concurrent events
- Thinking every job through end to end: load-out, delivery timing, on-site needs, pickup, return, and what happens after
- Managing vendor relationships including labour vendors and transportation providers
- Coordinating with the warehouse on fulfillment and booking third-party transportation when the fleet is at capacity
- Coming to the weekly operations meeting with answers ready on crew, vehicles, and timing for every upcoming event
- Catching schedule changes from Account Managers and adjusting crew, timing, and transportation before they become problems
- Maintaining accurate records in the company ERP system, with a sharp eye on times and details where one small error can derail an event
- Handling last-minute changes and problem-solving during active events
- Leading vendor negotiations on rates and service agreements
- Owning logistics planning for large-scale multi-room events
- Making real-time operational decisions independently during active events without escalating to senior leadership
Process Improvement & Systems Development
- Researching and testing new tools, processes, and best practices
- Implementing improvements to enhance efficiency and effectiveness
- Spotting gaps beyond the existing SOPs and proposing practical solutions
- Contributing to departmental development initiatives
Team Leadership & Mentorship
- Training and mentoring junior coordinators on systems, workflows, and decision-making
- Establishing standard operating procedures to reduce dependency on senior leadership
- Providing prioritization guidance to team members during high-pressure periods
- Modelling best practices and setting the standard for the coordination function
THE COMPANY
An established and growing events services company in the GTA, supporting a wide range of corporate and live events. The team is lean, collaborative, and down to earth, with plenty of variety from one week to the next.
THE OPPORTUNITY
Step into a manager level role at a fast-paced live events company during a pivotal growth stage. You will own the crew and logistics function with real autonomy, work directly with senior leadership, guide junior coordinators, and shape the processes that let the department scale. AV experience is not required; the team will support you on the technical side. Operators from event rental, production, touring, broadcast, catering operations, moving, or any fast-paced business that schedules people, vehicles, and equipment against hard deadlines will feel right at home.
EXPECTATIONS TIMELINE
By Month 1
- Quickly master scheduling software, time tracking systems, and workflow management tools with limited formal training
- Build relationships with key freelance crew members and vendor partners
- Assess current scheduling and reconciliation processes and identify improvement opportunities
- Run a daily 24 to 48 hour look-ahead and contribute to weekly operations meetings
By Month 3
- Independently manage crew scheduling for multiple concurrent projects including complex multi-room events
- Own contractor invoice processing, purchase orders, and project close-outs with minimal oversight
- Lead vendor communications and handle booking confirmations autonomously
- Act as a go-to resource for junior coordinators on systems and workflows
By Month 6
- Own full cycle coordination during peak periods with full autonomy
- Drive process improvements that reduce senior leadership involvement in day-to-day decisions
- Coordinate cross-border logistics independently
- Provide strategic input on labour forecasting and capacity planning
By Month 12
- Establish yourself as the go-to point of ownership for crew scheduling, logistics and reconciliation
- Document SOPs and help onboard new team members
- Own vendor relationship management including rate negotiations
- Provide input on operational scaling as the company grows
THE SKILL SET
- 3 to 5 years of relevant experience in operations, logistics, scheduling, or project coordination
- Experience managing multiple projects and priorities at once in a fast-paced environment
- Strong organizational skills and attention to detail
- Comfortable working independently and making decisions
- Clear communicator with internal teams and external partners
- Comfortable with technology and quick to learn new systems; Google Sheets experience is an asset
ONLY QUALIFIED CANDIDATES WILL BE CONTACTED.
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