Coordinator, Project Operations (Remote)

Role: Coordinator, Project Operations

Reports to: Vice President, Operations 

Company Overview

Stratoscope is a leading provider of security, crowd management, and consulting services in the Event and  Sports + Entertainment industry. Committed to positive outcomes, Stratoscope employs the P5 Strategy, focusing on people, products, process, planning, and performance. By applying data and logic to their solutions, Stratoscope ensures the success of its clients while minimizing risk and maintaining meticulous attention to detail. 

Team Overview

The Project Operations team is responsible for the successful project management of our programs.  We manage day to day operations related to project administrative needs, event scopes and budgets, onsite staffing and logistics, vendor management, and successful execution of critical project deliverables by driving meetings, tracking actions and outputs, and managing timelines.

A successful Project Operations Coordinator is comfortable with end-to-end project management of small programs and working collaboratively on large programs. S/He will share a passion for delivering high end solutions in a fast-paced team environment to prove themselves as a valuable part of a high growth organization.  

While the day to day of this role is remote based, travel to support meetings, site-visits, and events is required (up to 15 concurrent nights for our largest programs).  

Role Responsibility Highlights 

• Support in the preparation/execution of client proposals, client and vendor Master Service Agreements (MSAs), Statements of Work (SOWs).

• Request, review, approve both client and vendor deposit/final invoices. 

• Create/own key project deliverables including, but not limited to: project budgets, project timelines, decks, daily schedules, post orders, onsite team briefing documents, etc. 

• Coordinate timing/scheduling of internal/client meetings. Prepare agendas, take notes, distribute action items + track action items to successful completion. 

• Support event contractor staffing efforts by entering schedule needs, confirming roles, and helping to tightly manage communications with extended onsite teams at all stages of the project. 

• Collaborate with client teams to manage Stratoscope and extended Security Team event registration/housing needs and other logistical tasks. 

• Ensure company and project documentation is kept up to date; identify areas for process improvement, when appropriate. 

• When onsite, contribute to overarching team success by ensuring the Event Operations Center (EOC) and our team is properly supplied (office supplies, gear, radios, snacks, etc.), monitor / dispatch radio traffic to the appropriate contact(s), identify solutions to onsite issues both independently and collaboratively, support incident management, capture and document event data, (i.e. incidents, staffing audits, budget impacts, change orders, etc), support printing needs, and act as the primary point of contact for our onsite team, etc. 

• Other duties as assigned. 

Required Traits/Qualifications

• Proactive, detail-oriented, self-starter that is capable of working on projects independently and as support for the larger Project Ops team. 

• Excellent communication, organization, and multitasking skills. 

• Sharp attention to detail. 

• Ability to clearly track, document, and keep up in a fast-paced team environment while supporting multiple projects concurrently. 

• Experience understanding how to prioritize/re-prioritize tasks, as needed, when new developments and challenges arise.

• Ability to stay calm under pressure, while representing the company’s mission/vision and demonstrating a positive, customer service-oriented, can-do attitude.

• Ability to develop deliverables, accept constructive feedback from management, and implement changes in a timely and positive manner. 

• Desire to work, learn, and grow in a fast-paced team environment contributing to the success of each event, regardless of size and scale.

• Proficient in Google Suite (Gmail, Chat, Docs, Sheets, Slides). 

• 1 – 3  years of relevant event industry experience (tech conferences/sporting events) with a history of fulfilling successful project management roles and completing tasks on time.

Preferred Qualifications 

• Knowledge/history of working in Monday.com, RainFocus, Slack. 

• Experience in large-scale corporate conferences; most ideally in technology user conference event production. 

• Knowledge of how to leverage Google Sheets formulas, pivot tables, etc. 

• CMP and/or PMP