Operations Coordinator

POSITION:      Operations Coordinator

FACILITY:       Duke Energy Convention Center          

LOCATION:     Cincinnati, OH  

DEPARTMENT: Operations     

REPORTS TO:  Director of Operations

FLSA STATUS: Salaried Exempt                 

LEGENDS GLOBAL

Two powerhouse companies have joined forces to redefine excellence in sports, entertainment, and live events. Together, we combine unmatched expertise with a global reach, offering an end-to-end solution across all areas of venue operations and revenue generation for many of the world’s most iconic brands and venues.

Legends brings a 360-degree, data-driven approach across planning, sales, partnerships, hospitality, and merchandise, working with top-tier clients to deliver exceptional experiences.

ASM Global, the world leader in venue management and live event production, oversees 400+ arenas, stadiums, convention/exhibition centers, and performing arts venues globally.

Our organization is committed to building an inclusive, innovative environment where differences drive solutions that benefit our team members, guests, and partners. Guided by our values of respect, integrity, and accountability, we create a workplace where everyone can succeed. Are you ready to be part of the team that is transforming live entertainment? Join us to make legends happen!

THE ROLE

The Operations Coordinator Admin provides essential administrative, financial, and compliance support to the Operations and Engineering departments. The role combines administrative support with operational administration duties, focusing on ensuring a company's daily activities run smoothly and efficiently. This person supports management by handling tasks like project monitoring, scheduling, reporting, and improving operational processes while also providing clerical and administrative support to teams. This role assist with key departmental processes, including scheduling, purchasing, vendor coordination, inventory tracking, payroll support, and reporting, while ensuring alignment with city, state, OSHA, and corporate standards. The Operations Coordinator also assists with project tracking, building documentation, and post-event operational follow-up, supporting the Operations Department in maintaining operational efficiency, compliance, and long-term facility planning.  The role supports the Exhibitor Services Manager by providing administrative support to an in times of need would perform a variety of crucial administrative, logistical, and communicative tasks to ensure smooth event operations; including Exhibitor Services Desk coverage. 

Essential Duties and Responsibilities

• Provide clerical support to operations staff, manage schedules, and handle administrative tasks to allow supervisors to focus on their teams.
• Monitor project progress, ensure deadlines are met, and help management with their goals.
• Analyze workflows, identify areas for improvement, and implement new processes to increase efficiency.
• Serve as a liaison between different departments, communicate with team members.
• Prepare and deliver reports to management teams on a timely basis.
• Identify and resolve operational issues as they arise
• Prepare and distribute reports (e.g., payroll and maintenance) and track departmental deadlines.
• Payroll provision & maintenance, ensuring accurate and timely submission and tracking overtime.
• Time clock management and support including time clock adjustments, scheduling, data entry, and serving as a primary communication liaison
• Assist with purchase order processing and tracking departmental budgets.
• Assist Human Resources with Operations Department onboarding
• Create and process purchase orders in WorkDay to track Operations Labor purchase orders and service requests.
• Serve as a key point of contact for documenting safety and maintenance programs to ensure compliance with city, state, OSHA, and corporate requirements.
• Maintain accurate records of inspections, compliance reports, and departmental safety documentation.
• Ensure that operational processes adhere to all applicable laws, codes, ordinances, policies, procedures, risk management standards, and emergency procedures.
• Coordinate with vendors and suppliers to ensure all required documentation and tracking are in place.
• Track departmental inventory and perform audits to ensure accuracy and accountability.
• Research potential vendors and solutions to support ongoing and upcoming projects.
• Gather and analyze information from post-event reports and logs; assign work orders to ensure follow-up on repairs, maintenance, or operational issues.
• Assist with tracking operational projects and conversions, ensuring deliverables are met.
• Support the Operations Department by tracking data and closing completed work orders in the ALTUM; a Computerized Maintenance Management System, utilized for asset management.
• Generate operational reports to provide leadership with clear insights into performance, compliance, and project status.

Supervisory Responsibilities

Carries out supervisory responsibilities in accordance with all Legends & ASM policies and applicable laws. Support administrative and operational staff, supervises day-to-day activities, and ensures operational efficiency. This includes training and supervising support staff, monitoring employee scheduling, and ensuring adherence to company policies and operational standards. They also coordinate projects, allocate resources, and handle problem-solving to keep operations running smoothly and efficiently.
 

QUALIFICATIONS  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Education and/or Experience    

• Bachelor’s degree in business, Sports Management, Facilities Management, or related field preferred; equivalent work experience accepted.
• 1–3 years of experience in operations, facilities, administration, or a related field.

Skills and Abilities

• Accountability: Follows through on commitments, ensuring financial, compliance, operational, payroll, inventory, and post-event processes are accurate and timely.
• Attention to Detail: Maintains precise documentation, reporting, drawings, inventory records, payroll data, and post-event logs to support compliance and facility planning.
• Communication: Provides clear, professional communication with staff, vendors, and stakeholders.
• Adaptability: Responds effectively to the fast-paced, evolving needs of arena operations.
• Collaboration: Supports leadership, managers, and vendors to align departmental efforts with organizational goals.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Ability to work flexible hours, including evenings, weekends, and holidays, as required by the event schedule.
• Ability to maintain patron, employee, and company confidentiality.
• Follow oral and written instructions and communicate effectively with other in both oral and written form.
• Strong technical skills related to building machinery and systems operation and fault diagnosis.

• Organize and prioritize work to meet deadlines.
• Work effectively under pressure and/or stringent schedule and produce accurate results.

• Work independently, exercising judgment and initiative.

• Maintain an effective working relationship with clients, staff, exhibitors, patrons, and others encountered in the course of employment.

• Remain flexible and adjust to situations as they occur.

Computer Skills                                               

To perform this job successfully, the individual should be proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with purchase orders, CMMS systems, and payroll systems strongly preferred. Experience with inventory tracking, audits, building drawings, payroll input, and post-event operational follow-up; CAD software experience preferred but not required.

COMPENSATION

Competitive salary, commensurate with experience, and a generous benefits package that includes medical, dental, vision, life and disability insurance, paid vacation, and 401k plan.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

NOTE

The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.