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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 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

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 PROSPECT 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 oversightLead 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.

📌 Operations Manager (Winnipeg)
🏢 Outhire
📍 Winnipeg