Production Coordinator

Job Description

This role is ideal for a talented, motivated ,punctual and highly-detailed individual to join our event production team to help in the planning of some amazing experiences. As a Production Coordinator, you will be providing administrative, organizational and operational support to our very busy project management/event production teams in a variety of areas and through all phases of event development including pre-planning and coordination, onsite event execution, and post-event closeout.
Priorities can often change in our fast-paced environment, so this role includes, but is not limited to, the following:

Essential Functions & Responsibilities

Primary Responsibilities
• Conduct research and gather information for event proposals and budgets including venues/locations, vendors, entertainment options and other event disciplines
• Secure vendor pricing for budget development
• Assist in tracking event finances by updating event P&L with quotes, processing invoices, and reconciling expenses
• Become proficient in our FileMaker processes and databases including: Event Assignments, Upcoming Events, Expense Reports, Correspondence (Memos, General Info Documents, etc.), Client Invoices, Absolute Accounting/P&L, Time Sheets, Client & Vendor Contact Lists, Budgets & Contracts, Vendor Quoting, Event Contact Lists
• Become proficient in our Smartsheet processes including maintaining our bidding database, tracking milestones and deliverables, and updating production timelines
• Assist in all areas of vendor bidding including RFPs, Bid Comparisons, Letters of Authorization, Vendor Service Agreements and Change Orders
• Assist with site visit & event travel coordination and booking
• Execute Non-Disclosure Agreements
• Learn event-specific disciplines and become proficient enough to manage all of the below individually – work up to being able to manage a minimum of three (3) at the same time from pre-event to on-site to post-event, under supervision of Lead Producer/Project Lead
• Possess/gain general knowledge of other event disciplines to include Production, Technical & Creative Services
• Understand how to read and utilize diagrams
• Manage event timelines and contact lists
• Liaise with vendors to facilitate ordering and logistics such as load-in & load-out scheduling
• Assist with researching, writing, editing and preparing event proposals/presentations
• Work with Creative Services Coordinator to traffic manage the signage & graphics for a project
• Secure event supplies
• Update manager and project leads

Key Areas of Focus

Food & Beverage
Entertainment
Guest & Catering Rentals
Signage & Graphics
Venue/Location
Restrooms
Security & Credentials
EMT/First Aid
Janitorial/Sanitation
Offices
Radios
Travel/Transportation

Administrative & Other Responsibilities
• File Storage
• Expense Reports
• Process Invoices
• Take meeting notes
• Monthly American Express Closeout
• Monthly FedEx Statements Processing
• Daily Timesheet Inputting for Labor Reports
• Weekly Timesheet Tracking for Company

Travel
Must be adaptable with work and travel schedule and be available to travel for work during holidays. This position may require up to 30-40% travel.
Qualifications

Required Education and/or Experience
• Bachelor's Degree in Business, Communications, Public Relations, Marketing, Hospitality Management, Sports Management, or a related field, or equivalent experience required
• Proficient user of Microsoft Office Suite | Adobe Acrobat
• Highly organized and process-oriented
• Attention to detail, carefully following instructions and checking work for accuracy
• Ability to multi-task and remain calm in high-pressure situations
• Strong communication and interpersonal skills
• Good timekeeping and work ethic that is characterized by commitment, motivation, and energy

Preferred Education and/or Experience
• Knowledge of FileMaker| Keynote | SharePoint | Smartsheets | Microsoft Teams | Zoom | DocuSign
• Prior experience with events (in particular, large-scale events) a plus
• Flexibility and positive attitude to work long days, evenings, weekends and holidays when necessary

Endeavor is an equal opportunity employer committed to a diverse and inclusive work environment.

Jobcode: Reference SBJ-r10zz0-3-137-192-3-42 in your application.