Job Title: Operations & Bookings Coordinator
Department: Operations & Bookings
Reports To: Operations Manager
Position Overview
Our client, an industry leading event crew, event staff and technical services company is seeking a highly organised and operationally minded professional to join our team as an Operations and Bookings Coordinator. This vital role sits at the heart of our crew logistics and delivery, ensuring efficient workforce deployment coordination while managing client bookings and communications. You will work closely with the Operations Manager and wider delivery teams to oversee crew scheduling, respond to live job changes, and contribute to the planning and execution of jobs across the UK and Europe. In parallel, you will support bookings intake and client liaison to ensure the right crew are where they need to be, fully briefed and on time.
Key Responsibilities
Operations Coordination
• Support the day-to-day running of operations, including crew scheduling, resource planning, and shift coordination.
• Monitor live job status, proactively responding to last-minute changes, crew shortages, or client amendments.
• Liaise with Crew Managers to assess availability, allocate crew, and troubleshoot conflicts or overlaps.
• Coordinate transport and logistics for the crew where necessary, flagging any risks to delivery.
• Assist with internal planning to ensure optimal crew distribution and coverage.
• Contribute to post-event debriefs and operational reporting, identifying issues and improvement areas.
Bookings Support
• Process incoming crew bookings from clients via phone, email, and platforms, accurately entering data into systems.
• Liaise with clients to confirm essential booking information, including scope, dates, locations, crew roles, and job-specific needs.
• Monitor unconfirmed or recurring jobs and follow up with clients as necessary.
• Collaborate with operations to translate bookings into achievable crew schedules.
Client Communication
• Serve as a friendly, solutions-focused first point of contact for crew and clients with booking or crew related queries.
• Communicate crew capabilities, job suitability, and service details with clarity and professionalism.
• Escalate complex or sensitive client issues where appropriate, keeping relevant teams informed.
Administration & Reporting
• Maintain accurate and up-to-date digital records of bookings, crew allocations, and job documents.
• Prepare and distribute internal crew documentation.
• Support the production of reports on operational & bookings KPIs.
• Help refine systems and workflows to improve operational efficiency and service consistency.
Team & Culture
• Promote strong communication between operations, bookings, and crew teams to support seamless job execution.
• Contribute to a positive and proactive working environment, where teamwork and accountability are valued.
• Participate in team meetings, operational briefings, and cross-department planning.
Key Requirements
• Experience in operations coordination, logistics, or resource management, ideally in events, staffing, or a related fast-paced environment.
• Excellent problem-solving and multitasking abilities, with a calm approach under pressure.
• Strong interpersonal skills and confidence in dealing with internal teams and external clients.
• Proven organisational skills and the ability to manage conflicting priorities.
• Accuracy and attention to detail, especially with scheduling and time-sensitive communication.
• Tech-savvy and familiar with scheduling software, CRMs, and general office tools (Google Workspace / MS Office). • Flexible attitude with a willingness to support out-of-hours activity during peak times