Experience Department Coordinator

Job Description

The Experience Department is responsible for the look and feel on our festival sites. This includes overseeing production and execution of signage, décor, and art installations for front of house (patron facing) and back of house (staff facing) The Experience Department Coordinator position provides day-to-day administrative support on planning and execution of signage, décor, and creative assets for all C3 Presents-produced events. The position contributes to the overall event management plan and works as part of the Experience Department, interfacing with all our other C3 departments, external vendors, and event staff, as necessary. This position has a large aspect of on-site physical labor at times.

Responsibilities:
• Track the Experience Department budgets, including all expenses, receipts, invoices, and reimbursements as needed.
• Assist with Experience Department payroll expense management as needed.
• Handle vendor creation and contract submissions.
• Assist Experience Department in submitting and monitoring vendor festival advances through My Fest Advance, our internal advance platform.
• Oversee the task management platform and keep Experience Department on track for their deadlines.
• Maintain Experience Department database of vendors and research new vendors as required per festival.
• Manage and organize the Experience department warehouse inventory; let Director and Department Manager know if anything needs to be repaired, restored, or recreated for future events.
• Schedule vendors to repair and restore inventory if needed.
• Assist with event load-in and load-out. This to include helping install various décor and signage elements as needed per festival.
• Oversee vendors in advance and on site; load in and load out, making sure vendors have all pertinent information.
• Communicate information between C3 on staff team and temp hires for each festival.
• Assist Experience Department in Proofing Signage Templates and creating new ideas.
• Manage vendor payments before, during and after festivals.
• Communicate consistently the status of projects and assignments.
• Coordinate Experience Department meetings, including logging notes and agendas.
• Encourage to share new ideas for festivals with Director and Department Manager.
• Other duties, projects and events as assigned.

Qualifications:
• 1+ year of applicable experience in related industry (preferred)
• Project coordination skills: including ability to plan, adhere to timelines, be responsive to other team deadlines.
• General knowledge of and experience in festival and/or event operations
• Experience with budget management and budget management software
• Professional communication skills, especially with staff, vendors, etc.
• Solid computer skills, including database management (My Fest Advance, C3PO, Airtable, Dropbox) and MS Office (Word, Excel, Outlook, SharePoint, OneDrive. Photoshop and Sketchup helpful but, not necessary)
• Leadership during event (management of multiple personalities; quick responses to changing circumstances; mature judgment; team respect)
• Ability to successfully handle and complete multiple competing assignments and deadlines
• Ability to professionally interact with all levels of individuals in a courteous manner
• Ability to perform mild to moderate physical duties as required for this position
• Ability to stand on your feet for up to four hours at a time and walk long distances
• Ability to lift up to 50lbs
• Certifications or willing to get certified to operate heavy equipment is a plus but, not necessary
• Possess the overall skills needed to perform the job well, paying close attention to organization, detail, accuracy, timeliness, and completeness but, most of all teamwork and positive attitude.
• Ability to travel and work flexible hours, including evenings and weekends
• Love for music, food, and technology

C3 Core Competencies:
• Demonstrate integrity in the way you operate in day-to-day business and the way you deal with people
• Communicate effectively with various audiences by organizing and delivering information appropriately and listening actively to others
• Proactively seek solutions to problems. Be enthusiastic and energetic in your approach to your job. Commit to putting in extra effort with a positive attitude.
• Be flexible in handling change, able to juggle multiple demands, and adaptable to new situations with fresh ideas or innovative approaches
• Stay composed, confident, optimistic, and in problem-solving mode when the going gets tough
• Possess the skills needed to perform your job well, paying close attention to detail, accuracy, and completeness
• Be flexible in handling change, able to juggle multiple demands, and adaptable to new situations with fresh ideas or innovative approaches
• Stay composed, confident, optimistic, and in problem-solving mode when the going gets tough
• Possess the skills needed to perform your job well, paying close attention to detail, accuracy, and completeness
• Proactively seek solutions to problems. Be enthusiastic and energetic in your approach to your job. Commit to putting in extra effort with a positive attitude.
• Be flexible in handling change, able to juggle multiple demands, and adaptable to new situations with fresh ideas or innovative approaches
• Stay composed, confident, optimistic, and in problem-solving mode when the going gets tough
• Possess the skills needed to perform your job well, paying close attention to detail, accuracy, and completeness

Jobcode: Reference SBJ-d567ez-18-117-132-49-42 in your application.