Crew Operations Coordinator

Job DetailsLevel: ExperiencedJob Location: New Castle, PA 16101Position Type: Full TimeTravel Percentage: NegligibleJob Category: Operations - LogisticsAbout Pyrotecnico For more than a century, Pyrotecnico has been engineering moments of celebration and wonder. We are the people and the pride behind world-class fireworks displays, breathtaking drone light shows, and the special effects that give live events their most electrifying moments. Every great show is built by people who care deeply about every detail, every effect, and every moment. At Pyrotecnico, that's exactly who we are. If you thrive on big ideas and bold productions, you’ll feel right at home. Position Summary / Objective The Crew Operations Coordinator is responsible for the day-to-day execution of technician scheduling, training administration, crew coordination, and workforce record-keeping. Reporting directly to the Crew Operations Manager, this role serves as a key operational liaison between technicians, the Production department, and the Travel and Freight team. The Crew Operations Coordinator must be highly organized, detail-oriented, and capable of managing multiple priorities simultaneously while maintaining strong communication and collaboration across teams. Role Responsibilities The following duties represent the primary responsibilities of the role. This list is not exhaustive. The individual in this position will perform additional tasks as assigned, adhere to all provisions of the Employee Manual, and participate in company initiatives and projects. Training Administration Schedule required training sessions for all technicians, coordinating dates, times, and venues in advance. Assign training requirements to individual employees based on role, certification needs, and compliance obligations. Monitor and enforce training attendance, following up with personnel to ensure completion by required deadlines. Maintain accurate records of all training completions, including dates, course names, and certifying bodies. Track training expiration dates and proactively initiate recertification or renewal processes. Generate and distribute training compliance reports to the Crew Operations Manager and other leadership as requested. Coordinate with department heads and vendors to source, schedule, and confirm training resources and instructors. Labor Scheduling & Coordination Maintain the current labor schedule with accuracy and attention to detail. Track technician availability and document/update booked shows. Contact personnel for availability, pre-confirm, and schedule for upcoming shows. Resolve crew issues, verify schedule requirements, confirm availability, and adjust crew size as necessary. Coordinate and communicate confirmed staffing with the Production team. Coordinate and communicate travel requirements with the Travel & Freight Team. Crew Management & Staffing Utilize client staff lists to fill crew requirements with the most qualified employees available. Create and distribute show rate sheets to technicians. Confirm technician show pay is accurate at the completion of each show. Records & Documentation Upload and maintain technician records regarding licenses, travel documents, and training completions. Ensure all records are current, accurately filed, and accessible for audits or review. After-Hours Support Provide on-call labor support for changes, cancellations, and no-shows. Escalate critical issues to the Crew Operations Manager as appropriate. Work Environment This job operates in an office and warehouse environment. This role routinely uses standard office equipment such as laptop computers, smartphones, office phones, and other standard office equipment. This role involves ongoing communication with internal employees and external contacts via phone, email, and any other professional means of communication necessary to complete the essential duties of the position. Physical Demands The person in this role must be able to remain in a stationary position 50% of the time and must move about occasionally inside the office to access file cabinets, office machinery, and to have routine contact with individuals in the office and/or warehouse. Position Type / Expected Hours of Work This is a full-time position. Hours of work are typically an 8-hour day in addition to a 1-hour unpaid lunch, generally following an 8am–5pm schedule. Extended hours, evening, and weekend work may be required during high-volume show periods. This position will require overtime at certain times of the year, and the Crew Operations Coordinator may also receive calls after hours regarding emergency labor needs. Calls taken after hours should be added to weekly hours worked. Travel This position requires minimal travel. QualificationsRequired Two or more years of experience supporting labor coordination, workforce scheduling, or training administration using both manual and automated systems; entertainment or live events industry experience highly preferred. Strong organizational skills with the ability to manage multiple schedules, training requirements, and deadlines with a high level of accuracy. Excellent computer skills, including proficiency in the Google Workspace and Microsoft Office Suite; experience with NetSuite or similar systems preferred but not required. Ability to work independently with minimal supervision while collaborating effectively with technicians, department leaders, and support teams. Working knowledge of workforce coordination, training compliance, and technician credential tracking. Professional communication skills with a courteous phone and email demeanor when working with internal staff, technicians, vendors, and external partners. Strong problem-solving skills with the ability to respond quickly to scheduling conflicts, staffing changes, or training needs. Preferred Bachelor's degree in a related field preferred; equivalent workplace experience acceptable.