Overnight Staffing Coordinator (Project Based)

Advanced Systems Group LLC•Los Gatos, CA

45d

About The Position

Advanced Systems Group, LLC enables creativity through better technology and operations for media creatives and content owners. From acquisition to delivery, on-premises or in the cloud, ASG ensures our clients’ success through tailored solutions. One of North America’s largest Media and Entertainment Technology and Operations suppliers, we provide engineering services, physical and cloud integration, training, support, and managed services. Our Managed Services deliver customized operations and services for all phases of media production, including creative and engineering. Founded in 1997, and providing nationwide services, ASG has teams based in North America, South America, and Europe. We are looking for: Advanced Systems Group LLC. is seeking an Overnight Staffing Coordinator to support scheduling needs during a period of increased operational activity. This role provides nighttime coverage, ensuring crew assignments are accurate, shift changes are managed smoothly and communication flows clearly while daytime leadership is offline. You will keep schedules up to date, respond to changes in real time and support the wider team in maintaining consistent coverage across all overnight operations. This position is part of our Flex Workforce. As a Flex team member, you’ll work on a project-to-project basis, supporting a variety of leading media and technology clients. Flex roles are ongoing and dynamic—work may vary in cadence, length, and scope depending on client needs. This setup offers flexibility, exposure to top-tier companies, and the chance to grow your skills across multiple exciting assignments. Estimated schedule: 10 Day commitment for this project, overnight hours. (Specific schedules will vary by project and client engagement.)

Requirements

1 to 3 year’s experience in scheduling, coordination or operational support
Strong organizational skills with the ability to manage multiple changes simultaneously
Confident communicator who can relay information quickly and clearly
Ability to make decisions calmly under time pressure
Comfortable working overnight hours and occasional weekends
Experience with scheduling or project management platforms
High attention to detail with strong accuracy and documentation habits

Nice To Haves

Experience supporting live production, technical operations or shift based environments
Familiarity with crew scheduling or resource coordination
Exposure to incident response or escalation workflows
Comfort working across multiple teams and communication channels

Responsibilities

Maintain and update overnight crew schedules including assignments, availability and adjustments
Monitor overnight activity in real time and action urgent backfills or coverage needs
Keep the master staffing matrix accurate and current
Escalate items to the Staffing Manager for daytime follow up where needed.
Act as the overnight point of contact for scheduling related questions
Send shift confirmations, call times and updates as required
Ensure crew members have all essential information prior to starting their shift
Coordinate with production and operations partners to support workflow continuity
Update internal scheduling tools such as Airtable, Monday.com and Slack
Track shift coverage, call outs, availability and utilization for handover to leadership
Support creation of calendars, run sheets and overnight notes
Maintain clear and accurate documentation for smooth morning transitions
Support shift handovers between outgoing and incoming teams
Assist incident response processes for any staffing or coverage issues that arise overnight
Observe overnight scheduling trends and flag risks or gaps
Work closely with production and technical teams to ensure alignment
Help maintain simple SOPs and reference documents for overnight workflows
Contribute suggestions for improvements in scheduling accuracy, communication or tracking
Support wider operations to ensure consistency across day and night schedules