Labor Coordinator - Job Description

Position Details:

Classification: Full-Time | Salaried
Department: Finance/HR
Reports To: Finance Manager

Job Summary:

The Labor Coordinator is responsible for coordinating and scheduling freelance labor across OPAV, including field crew, warehouse, and office-based freelancers. This role serves as the single point of control for booking, availability, communication, and documentation to prevent double-booking, improve visibility, and reduce operational friction.

The primary focus of this role is ensuring the proper labor is scheduled for events and operational needs while maintaining clear communication across departments.

In addition to freelance coordination, the Labor Coordinator will collaborate with department heads to draft and distribute monthly schedules for internal staff to ensure proper coverage across warehouse, office, and event operations. The role will monitor internal labor utilization, help identify staffing gaps, and support leadership in limiting unnecessary overtime through proactive scheduling and resource planning.

The Labor Coordinator works closely with Account Managers, Production Managers, Finance, Operations, and department leadership to staff shows accurately, manage crew logistics, and keep labor records organized across Flex and internal tracking tools.

This role will initially sit under the Finance department while the Production department is rebuilt, with an expected transition to Production once the structure is finalized.

Primary Responsibilities:

Freelance Labor Coordination

• Coordinate all freelance labor staffing for OPAV, including:

  • Show crew

  • Warehouse freelancers

  • Office-based freelancers

  • In-house freelance support

• Act as the single scheduler for freelance labor to prevent double-booking and conflicts.

• Maintain centralized scheduling of freelance labor so all bookings are coordinated through the Labor Coordinator and properly documented in scheduling systems.

• Maintain visibility into who is active in the system via internal payroll tracking spreadsheets (view-only access; no direct payroll system access).

Booking & Systems Management

• Book freelancers using Flex Rental Solutions, including:

  • Proper resource tags

  • Clear booking notes

  • Accurate availability tracking

• Maintain consistent documentation so Sales, Operations, and Production have shared visibility.

• Work with the General Manager on the master schedule as needed.

• Assist department heads in drafting and distributing monthly schedules for internal staff to ensure proper coverage across warehouse, office, and event operations.

Finance & Compliance Coordination

• Coordinate with Finance to:

  • Submit new freelancer requests for setup and approval

  • Confirm freelancer eligibility before booking

  • Support invoice approvals on behalf of Account Managers and Project Managers

• Track freelancer pay rates and communicate approved rate structures.

• Support freelancer compliance processes by coordinating required documentation with Finance (no tax or payroll processing responsibilities).

Crew Communication & Logistics

• Send initial crew confirmation emails, including:

  • Introductions between Project Managers and booked crew

  • Call times and expectations

• Manage freelancer travel logistics, including:

  •  Flight requests and approvals

  • Travel changes and disruptions

  • Communication during travel issues

• Serve as the main point of contact for freelancers during the staffing and pre-show phase.

• Remain reachable during active shows to assist with urgent labor issues or staffing emergencies that may arise.

Timesheets & Payroll Support

• Collect and review freelancer timesheets.

• Confirm crew calls are completed and documented.

• Submit finalized timesheets to Admin for upload and processing.

• Coordinate with Finance to resolve discrepancies before payroll deadlines.

Process & Documentation

• Maintain an accurate, up-to-date freelancer roster with skills and availability.

• Work with senior management to develop, maintain, and take ownership of the freelancer roster, including tracking skills, certifications, reliability, and past show performance to support better staffing decisions and improve overall crew quality.

• Monitor internal labor utilization and staffing levels to help identify potential overtime exposure and communicate scheduling adjustments that improve labor efficiency.

• Assist in developing and improving staffing tools and documentation, including:

  • SOPs

  • FAQs

  • Internal staffing workflows

• Identify gaps or inefficiencies in the staffing process and propose improvements.

Additional Responsibilities

• Assist senior management with miscellaneous administrative tasks and operational support as needed.

• Perform related duties as the role evolves and operational needs change.

Minimum Qualifications

• 2–5 years of experience in live events, audiovisual production, operations, or a related field

• Demonstrated experience coordinating people, schedules, or logistics

• Ability to work in a deadline-driven, variable-hours environment

Required Skills & Abilities:

• Strong organizational and scheduling skills with consistent attention to detail

• Ability to manage multiple priorities across Sales, Production, Operations, and Finance

• Clear, professional written and verbal communication with freelancers and internal teams

• Comfort working with shared systems, spreadsheets, and centralized scheduling tools

• Ability to document bookings, changes, and notes clearly for cross-team visibility

• Sound judgment when resolving conflicts, schedule changes, or last-minute issues

• Ability to work independently while keeping stakeholders informed

• Calm, solutions-focused approach in time-sensitive or high-pressure situations

• Working knowledge of the AV and live events industry

Preferred Qualifications

• Experience working in the audiovisual or live events industry

• Experience coordinating freelance or 1099 labor

• Familiarity with production scheduling or booking tools (e.g., Flex or similar systems)

• Associate or Bachelor’s degree in a related field or 3+ years of relevant AV/production experience

Compensation:

$60,000 - $80,000 annually, based on experience and scope

Benefits:

• Medical, Dental & Vision Insurance Offered

• Paid Time Off

• 401(k) with company match (50% up to 4%)

Schedule:

Monday - Friday, 9:00 AM - 6:00 PM

Onsite assignments, weekends, and after-hours as needed

OPAV strongly prefers this position to work primarily in person at our Orlando headquarters to support cross-department coordination and scheduling visibility. Hybrid work arrangements may be considered for the right candidate based on experience and operational needs.

This position may require availability during active shows to assist with time-sensitive labor coordination or staffing issues.

Note:

OPAV evaluates a combination of experience, skills, and demonstrated ability. Equivalent experience may be considered in place of formal education.