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.
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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.
With over two decades of experience in various industries, I am well-equipped to handle the responsibilities outlined in your Event Production Coordinator position. My degree in business with a double major in English makes me an exceptional communicator, ensuring I can effectively fulfill tasks such as project request intake and giving clear instructions to freelancers on their roles. Moreover, during my career, my focus on customer service has developed my attentive eye for detail – perfect for maintaining accurate tickets and schedules using systems like Microsoft 365 and Service Now.
In addition to my organizational skills and proficiency in budget management that aligns with your needs, my ability to adapt and learn quickly sets me apart. As new technologies emerge, I ensure I remain ahead of the knowledge curve, guaranteeing that your team is benefiting from the latest advancements. Coupled with this proactivity is my strong sense of time management; I not only meet deadlines but thrive under daily time constraints.
An event's success hinges on its coordination and execution - areas I have excelled in throughout my career. Drawing from years of experience as a business owner, manager, and marketer, I can ensure every aspect of the event, from assembling the right crew to tracking all expenses through Concur with precision, is handled efficiently. It would be an honor to leverage this extensive skillset for your organization's events.
