At Outhire, we believe in revolutionizing the hiring process to make it more equitable and enjoyable for everyone involved. Our innovative approach puts candidates front and center, offeringin-depth looks at open positions, personalized advice, and interview preparation. But we don't stop there - our Visual Resume feature ensures that hiring managers see the complete picture of who you are and what you bring to the table while eliminating biases you may face with traditional hiring practices. With Outhire, you can trust that we'll work tirelessly to match you with the role that truly fits your skills, experience, and aspirations. Join us in our mission to create a better hiring experience

TITLE

Operations Manager

SALARY RANGE

$80,000 - $100,000

BONUS

Discretionary

THE PERKS

LOCATION

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%)
- Logistics, Transportation & Scheduling (25%)
- Process Improvement & Systems Development (10%)

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
- 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
- Making real-time operational decisions independently during active events without escalating to senior leadership

Process Improvement & Systems Development

- Researching and testing current 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
- Training and mentoring junior coordinators on

📌 Operations Manager (Toronto)
🏢 Outhire
📍 Toronto