Advanced Systems Group, LLC is seeking an Overnight Staffing Coordinator for a project-based role in Los Gatos, California. This position involves providing nighttime coverage for scheduling needs, ensuring accurate crew assignments, smooth shift changes, and clear communication. The coordinator will maintain schedules, respond to real-time changes, and support consistent coverage across overnight operations, working as part of a Flex Workforce on a project-to-project basis for media and technology clients.

Must Have

• 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
• Act as the overnight point of contact for scheduling related questions
• Send shift confirmations, call times and updates as required
• Update internal scheduling tools such as Airtable, Monday.com and Slack
• Track shift coverage, call outs, availability and utilization for handover to leadership
• Support shift handovers between outgoing and incoming teams
• Assist incident response processes for any staffing or coverage issues that arise overnight
• 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

Good to Have

• 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

Overnight Staffing Coordinator (Project Based)

Los Gatos, California

Description

About Us:

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.)

Responsibilities:

• Resource Planning & Scheduling
• 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.

• Communication & Coordination
• 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

• Documentation & Tracking
• 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

• Operational Support
• 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

• Process Improvement
• 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

Required Qualifications & Experience:

• 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

Preferred Qualifications & Experience:

• 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

Compensation:

This project-based role offers an hourly pay rate of $70/Hour.

Advanced Systems Group LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.