Event Coordinator, Administrative​/Clerical

Benefits

• 401(k)
• Health insurance
• Paid time off
• 401(k) matching
• Dental insurance
• Free food & snacks
• Vision insurance

The Event Coordinator position reports to our Productions Manager while working in tandem with another Event Coordinator. Working directly with the Company's Project Managers, this position requires a task-focused, detail-oriented individual that can support many administrative functions. The ideal candidate is outgoing, energetic, and willing to take initiative.

• Coordinate all aspects of programs – from pre‑production to reconciliation.
• Book or select crew flights (in‑house, travel agency, meeting planners).
• Complete crew registrations through meeting planners (if required).
• Secure hotel reservations.
• Secure ground transportation, shuttles and car rentals.
• Pre‑production billing, including per diem, deposits for equipment, labor, scenic.
• Coordinate onsite equipment rentals – aerial lifts, forklifts, carts, copiers, printers, etc.
• Create and send crew letters, communication regarding dress code, call times, invoicing and travel information.
• Hotel requirements – complete outside vendor agreements, secure certificates of insurance and flame retardant certificates (if needed).
• Secure and coordinate overnight security (when needed).
• Coordinate and track shipping to and from the venue (from office and from vendor).
• Prepare and submit customs paperwork and work Visa applications.
• Create show books and files for PMs (as needed).
• Yearly update for insurance certificates for vendors, clients, venues and production partners.
• Shred bin collection.

• Bachelor's degree
• 3 - 5 years of event planning, hospitality, or AV industry experience
• Moderate to high proficiency in Microsoft Office (Word, Excel, and Outlook)
• Experience with ASANA a plus
• Outgoing, energetic personality
• Ability to take the initiative on projects
• Good organization skills and an eye for detail
• Reliable with excellent time management

Typical working hours are Monday-Friday 9:00-5:00 with occasional Saturday and Sunday requirements. Travel is limited to 0-15% of the time based on business requirements. This position is not remote and requires in-person office setting.

It should be noted, this position does not involve any meeting and/or event planning. The position supports Project Managers who are working with a meeting planning company or a client directly.