Operations Coordinator

Job Title: Operations Coordinator

Department: Operations

Location: Beckenham

Hours: 40h a week

Contract type: Full time, permanent

Salary: Competitive

OVERVIEW

Eclipse Presentations is an industry leader in live event production, where we craft unforgettable experiences for clients through our cutting-edge audio-visual and scenic solutions. Our dedicated team of professionals brings exceptional events to life in all scales and formats. Currently, we're currently on the hunt for an organised, detail-oriented Event Operations Coordinator to join our team and ensure the smooth execution of events through efficient management of transportation requirements.

MAIN DUTIES & RESPONSIBILITIES

• Coordinate day-to-day scheduling, allocations, and communication with full-time and freelance technicians.
• Support event operations by ensuring crew allocations meet event requirements, timelines, and budget constraints.
• Assist with booking hotels, trains and taxis.
• Act as the main point of contact for crew during live events, ensuring smooth communication between production, venue, and technical teams.
• Maintain and update crew databases, availability records, and contact lists.
• Oversee onboarding, briefing, and compliance checks for new and returning crew members.
• Liaise with production managers to confirm crew requirements, call times, and logistics.
• Monitor event schedules and proactively adjust crew allocations in response to changes or last-minute requirements.
• Provide out-of-hours support on an alternating rota, ensuring continuous cover for urgent crew or event needs.
• Assist with crew welfare, ensuring safe working conditions and adherence to health and safety policies.
• Contribute to continuous improvement of crew management processes and event delivery standards.

Experience Required:

• Previous experience in a similar role.
• The ability to problem-solve under pressure.
• Excellent attention to detail and the ability to work to tight deadlines.
• Proficiency in report and summary creation.
• Proficiency in MS Excel.

Our Commitment to Diversity:

We are an Equal Opportunities Employer and are committed to tackling systemic inequalities by being proactive in creating opportunities for people from under-represented groups. With this in mind, we welcome applications from all ethnic backgrounds, religions, gender identifications and sexual orientations, and from anyone who considers themselves to have a disability.

Why Join Us:

At Eclipse Global, we are committed to fostering a diverse and dynamic work environment where personal and professional growth is encouraged. You'll play an important role in our events’ preparation and delivery, helping us maintain our leading position in the live events industry. Ready to drive your career forward in the thrilling world of live events? Apply for our Operations Coordinator role today!

PERSON SPECIFICATION

Education, qualifications & training

Essential:

Educated to GCSE or equivalent

Desirable:

Specialist relevant training or experience

Experience

Essential:

Minimum 2yrs relevant experience

Demonstrable customer service experience

Understanding of live event operations

Experience coordinating event or technical crew

Commercial acumen and ability to control budgets

Proficient with scheduling and office software

Desirable:

Previous involvement in large-scale or multi-site events

Skills / abilities

Essential:

High standard of numeracy and literacy

Confident decision making and problem solving

Strong organisational and managerial skills

Ability to represent Eclipse positively when in contact with external stakeholders

Ability to work under pressure and to tight deadlines

Able to demonstrate a conscientious and dedicated attitude

Ability to work on own initiative and commitment to team working

Have a flexible, adaptive and proactive approach

Be approachable, collaborative, collegiate and a real team player

Desirable:

Knowledge of health and safety practices