Full Time Job

Production Coordinator,Production & Hospitality

Endeavor

Raleigh, NC 05-04-2022
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  • Paid
  • Full Time
Job Description
We are searching for a talented, motivated and highly-detailed Production Coordinator 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-d5jx6e-35-172-111-71-42 in your application.

Company Profile
Endeavor

Endeavor is a global entertainment, sports and content company, home to the world’s most dynamic and engaging storytellers, brands, live events and experiences. The company is comprised of industry leaders including entertainment agency William Morris Endeavor (WME); sports, fashion, events and media company IMG; and premier mixed martial arts organization UFC. The Endeavor network specializes in talent representation; marketing and licensing; content development, distribution and sales; event management; and a number of direct-to-consumer offerings.