Administrative Operations Coordinator

Operations Assistant

Join our team and be the hub that keeps our operations running smoothly.

Job Description:

This role involves coordinating resources for technicians, arranging backfill and emergency coverage, and handling day-to-day administration.

You will manage schedules for field technicians, serve as the primary contact for workforce planning and administration, and maintain accurate records of staff availability, shifts, and leave.

Liaising with clients, subcontractors, and internal teams via phone and email, you will provide excellent communication and customer service.

Track and report on workforce KPI metrics, communicate changes to schedules or resource plans to all stakeholders, and work closely with the Head of Audio Visual and Team members to ensure a seamless client experience.

Responsibilities:

• Manage and optimize schedules for Audio Visual (AV) Field technicians, including emergency resourcing to minimize disruptions.
• Serve as the primary contact for workforce planning and administration, maintaining accurate records of staff availability, shifts, and leave.
• Liaise confidently with clients, subcontractors, and internal teams via phone and email, providing excellent communication and customer service.
• Track & report on workforce KPI metrics such as resource utilization and scheduling efficiency, and communicate changes to schedules or resource plans to all stakeholders.
• Work closely with the Head of Audio Visual and Team members to ensure a seamless client experience.
• Oversee fleet maintenance and repairs, ensuring minimal operational impact.
• Manage ticket queues, SLA adherence, and complaint/escalation resolution.
• Coordinate travel arrangements for the AV team.
• Manage procurement for hardware and software licensing for the AV team.
• Oversee sundry expense management and assist with license management.
• Provide PA support to the AV management team, including diary, meeting, and documentation coordination.
• Build strong relationships with stakeholders, foster team morale, and promote collaboration for smooth day-to-day operations.

Requirements:

• A strong commitment to delivering exceptional service and solutions that meet client needs.
• Proven ability to manage complex schedules and balance multiple priorities with ease.
• A proactive, problem-solving mindset with the confidence to make sound decisions when addressing resourcing challenges.
• Excellent verbal and written communication skills, with the professionalism to liaise with team members, clients and stakeholders.
• Meticulous attention to detail when maintaining schedules, records and reports.
• A collaborative approach, fostering positive relationships within the team and across departments.
• Adaptability to thrive in a fast-paced environment and respond quickly to changing requirements.
• Familiarity with workforce planning tools, ticketing systems, and ITIL processes (highly desirable, but we're happy to train the right person).
• Previous experience in workforce scheduling, logistics, resource management, or a similar administrative role (advantageous).
• Experience in a Managed Service Provider (MSP) environment (advantageous but non-essential).

Benefits:

• Extensive training and development opportunities that enable continual growth as part of your career planning.
• Extensive discounts and benefits to maximize your money.
• A choice of your IT equipment to maximize your success and access to cost-price tech for your personal needs.
• Fun team events to celebrate achievements and connect with colleagues outside work as part of our engaging culture.

About Us:

We value diversity and inclusivity, enabling every voice to be heard as we drive to create the world we want. Apply today and be part of a team that values innovation, variety and diverse backgrounds.

A valid Vulnerable People / Working with Children Check (WWCC) and Police Check are required.