Job Summary
The Event Coordinator position reports to our Productions Manager while working in tandem with another Event Coordinator. Working directly with the Company's Project Managers, this position requires a task-focused, detail-oriented individual that can support many administrative functions. The ideal candidate is outgoing, energetic, and willing to take initiative.
Responsibilities:
- Coordinate all aspects of programs – from pre-production to reconciliation:
· Book or select crew flights (in-house, travel agency, meeting planners)
· Complete crew registrations through meeting planners (if required)
· Secure hotel reservations
· Secure ground transportation, shuttles and car rentals
· Pre-production billing, including per diem, deposits for equipment, labor, scenic
· Coordinate onsite equipment rentals – areal lifts, forklifts, carts, copiers, printers, etc.
· Create and send crew letters, communication regarding dress code, call times, invoicing and travel information
· Hotel requirements – complete outside vendor agreements, secure certificates of insurance and flame retardant certificates (if needed)
· Secure and coordinate overnight security (when needed)
· Coordinate and track shipping to and from the venue (from office and from vendor)
· Prepare and submit customs paperwork and work Visa applications
· Create show books and files for PMs (as needed)
· Yearly update for insurance certificates for vendors, clients, venues and production partners
· Shred bin collection
Qualifications:
- Bachelor's degree
- 3 - 5 years of event planning, hospitality, or AV industry experience
- Moderate to high proficiency in Microsoft Office (Word, Excel, and Outlook)
- Experience with ASANA a plus
- Outgoing, energetic personality
- Ability to take the initiative on projects
- Good organization skills and an eye for detail
- Reliable with excellent time management
Typical working hours are Monday-Friday 9:00-5:00 with occasional Saturday and Sunday requirements. Travel is limited to 0-15% of the time based on business requirements. This position is not remote and requires in-person office setting.
It should be noted, this position does not involve any meeting and/or event planning. The position supports Project Managers who are working with a meeting planning company or a client directly.