Position Overview

The Production Coordinator contributes to production efforts through coordination of both internal and external projects. This role manages logistical and administrative tasks efficiently and effectively while contributing to the success of the Production Department by maintaining accurate records, reporting and completing assigned job duties in a timely manner and seeking out new ways to support production team members. The Production Coordinator reports to the Senior Director/Director of Production.

Key Job Responsibilities

Event Pre-Production and On-site team Support

• Assist in scheduling and coordination of team resources.
• Assist in timesheet completion and tracking project related hours.
• Partner with Producers and Production Managers on event logistics.
• Support the show team (Producer, PM) with owning the kick-off & tie down meetings, scheduling client and show team calls.
• Create and maintain electronic show folders / channels (project management tools) from each project’s inception, file past show folders and maintain directory.
• Travel coordination for show crews.
• Track tasks, milestones and deadlines within the project management tools.
• Assist in collection and organization of show related content (graphic files, video files and still photos).
• Required to travel and show-site support events as needed to coordinate staffing and or smaller elements of a project.
• Back up traveling show management team members when they are out of office.
• Open and process Purchase Orders.
• Define and set up new freelancer/part timers.
• Attend pre and post show meetings for job sign off.
• Perform other duties as assigned.

Post-Event

• Finalization of timesheets and tracking project related hours.
• Assist in completion of post-show reports
• Assist in completion and verification of deliverables, media, etc.
• Completion of expense reports and finalizing job related expenses

Job Qualifications

• Bachelor’s Degree or equivalent experience
• 2+ years of Production or Show Experience required.
• Excellent communication skills including written, oral and presentation.
• Ability to listen carefully, responds intelligently, and follows up appropriately and consistently.
• Position requires computer knowledge.
• Self-motivated, self-starter, sense of urgency, personable and team oriented.
• Detail and service oriented with strong organizational skills.
• Ability to consistently meet deadlines.
• Must have high school diploma or equivalent. Undergraduate experience preferred.
• Experience in administrative and accounting functions preferred.
• Experience in show production preferred.

Competencies (by Core Values)

• Responsiveness
• Collaborates
• Organizational Savvy
• Builds Networks
• Optimizes Work Processes
• Demonstrates Self-Awareness

Physical Requirements

Team members must be able to meet the physical demands above in order to successfully perform the essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequency options consist of: Continuously, Frequently, Occasionally and Never.

Work Environment

Office

Work is performed primarily in an office environment. Working times may include irregular hours and on-call status including days, evenings, weekends and holidays. Team members must adhere to appearance guidelines as defined by ENCORE based in an office environment and when traveling, on an individual venue or a representation of venues in that city or area.