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Production Coordinator - On Location (Los Angeles · CA)

On Location Jobs
Sports Jobs in Los Angeles · CA
Event Management: Event Operations/Management
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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.