Production Coordinator

Description

The Production Coordinator assists with all pre-production and set up and breakdown of assigned events under the supervision of and in partnership with the Production Manager, Event Producer and Design Team.

Responsibilities

• Assists with creating and updating all production-related documents including meeting notes, design notes, site visit notes, floor plans, production schedule, call list, transportation schedule, inventory requests, staffing plan and schedule and all other printed materials used in production.
• Assists with all facets of design presentations including the creating PowerPoint Presentations, rental orders, décor purchases, and set-up and break-down.
• Assists with sourcing venues, décor, linens, entertainment, stationery, welcome bags, etc. and obtains pricing and availability for all items.
• Assists with placing orders with vendors and companies for all rentals, linens, and specialty décor.
• Assists with submitting appropriate documents to City departments to ensure compliance with applicable regulations and laws.
• Assists with managing onsite set up, build, and break down of events; oversees all aspects of the venue, on-site vendors, and production staff.
• Assists with administrative tasks pertaining to assigned events: schedules and attends design meetings, vendor meetings, site visits, submits all debits, purchase orders, and check requests in a timely manner.
• Assists with training and supervision of interns and production assistants required for events.
• Provides sporadic back up assistance for Executive Assistant.
• All other duties as assigned.

Requirements

• Bachelor’s degree required.
• A minimum of one year of experience in event production or similar field.
• Strong organization, communication and time management skills.
• Confidence, poise, tact and diplomacy to communicate with clients.
• Ability to work under pressure deadlines and prioritize multiple projects.
• Self-motivated and results oriented.
• Strong attention to detail.
• Possesses high work motivation, commitment, follow through, initiative and achievement.
• Overtime, nights and weekends required.
• Ability to travel (approximately 25%; and up to 75% for Destination Concentration).
• Ability to lift objects up to 25 lbs▪ Proficiency working with Microsoft Office products (specifically Word, Excel, Outlook and PowerPoint), Dropbox and Google Docs.
• Overtime, nights and weekends required.
• Works under the direction and supervision of an Production Manager or Event Producer.