Event Production Coordinator

RESPONSIBILITIES: Responsible for project request intake, crewing, gear and scheduling This includes but is not limited to being the point of contact, including onsite for freelancers. Giving freelancers instructions on both where to go and what is needed of them while they are on set as well as registering them with Reception and Security Assigning tickets through Service now and Microsoft Lists and ensuring they are always current and up to date. Monitoring producer and editor workload to make sure tickets and edits are being assigned appropriately. Manage production schedule and studio calendars. Own all calendars and schedules, making sure all entries are up to date team In charge of all team documents including team decks, client education manuals, technical manuals and standard operating procedural manuals. You will work with management to determine regular metrics pulls, recommend reporting structure for cost savings, highlights and KPIs You will be responsible for onboarding new technology and managing vendor relationships. Maintain budgets per project and track billing of vendors through Coupa and Concur. This includes purchase receipts, cost tracking for online media purchases, overtime charges, timesheet approval, team PTO requests, freelance cost, and any additional vendor costs. Make sure crew and freelancers know their call times. Collaborate with producers to generate call sheets for any external crew expected onsite. Participate in short- and long-term planning aligned with goals set by management. This could be creating decks and documentation for the team at large, this could be researching, or providing organization software, etc. Perform general clerical duties as needed by the department. . Production Coordinator Requirements and Qualifications A degree in relevant field Superb organizational skills and time management Ability to complete multiple tasks in a fast-moving environment. Experience with Microsoft 365, Sharepoint and Service Now, Coupa and Concur a huge plus Capable of meeting deadlines and working with daily time constraints Professional judgment for handling confidential information. Excellent written and spoken verbal communications; professional telephone etiquette. A sharp eye for detail, keen problem-solving skills, and a talent for anticipating needs. Excellent administrative skills, able to build efficiency systems and adept at general administrative tasks like budgeting, data entry, and PowerPoint Continually learn new things and readily adapt to change. Rock-solid writing and editing skills; creative wordsmith/designer, with a healthy understanding of the audiences.

Project ID: 39223733