Coordination Specialist

4 weeks ago

Brentwood, United States LEO Events Full time
Job DescriptionJob DescriptionDescription:

Position Summary:

The Coordination Specialist plays an integral role within the Integrated Services team, responsible for managing and maintaining the availability, scheduling, and operational compliance of freelancers and internal staff for various programs and events. This role requires excellent communication skills, meticulous attention to detail, and the ability to efficiently manage multiple tasks in a fast-paced environment.


This position is required to work in the Nashville office 5 days/week.


Job Responsibilities include but are not limited to:

· Proactively reach out to freelancers to check their availability for upcoming programs and projects before specific producers are assigned. Ensure all communications and responses are accurately recorded in our database, Quickbase.

· Regularly update and maintain Quickbase to ensure it accurately reflects the schedules of both LEO staff and freelancers, including program travel grids and other relevant details.

· Capture and record additional travel-related activities outside of actual event days, such as site visits and video shoots, ensuring comprehensive tracking of staff and freelancer whereabouts.

· Summarize upcoming program needs and dates, communicating them to selected vendors for their future planning and resource allocation.

· Record and update A/V vendor assignments in coordination with designated team members, ensuring clear communication and planning.

· Facilitate the identification and integration of new freelancer resources or vendors, including setting up interviews and evaluations, to expand and diversify the talent pool.

· Provide accountability information to the relevant supervisory staff to support coaching and encourage adherence to organizational processes and procedures.

· Manage and schedule departmental training sessions in collaboration with the Integrated Services Development Manager, ensuring all team members are up to date with necessary skills and knowledge.

· Schedule annual Wizer training for selected freelancers, ensuring compliance and understanding of required processes.

· Monitor and enforce internal process compliance, including the use of Navan and Clockify for booking travel and tracking time, respectively. Provide necessary training and support to ensure widespread adoption and adherence.

· Be willing to travel approximately 15% of the time to support program needs and operational requirements.


Qualifications:

· Bachelor's degree or equivalent experience in Business Administration, Communication, Event Management, or a related field.

· 3 years of experience in operations, project management, or a similar role, preferably within a dynamic and fast-paced environment.


Competencies:

· Excellent communication, presentation, and interpersonal skills.

· Proven ability to develop and implement training programs.

· Experience in project and logistics coordination.

· Ability to work collaboratively across departments.

· Creative thinking and problem-solving abilities.

· Ability to travel as required for the role.

· Excellent communication and interpersonal skills, with an emphasis on building and maintaining professional relationships.

· Proficiency in database entry, travel platforms, time-tracking software, and other project management and scheduling tools.

· Detail-oriented with a commitment to accuracy and thoroughness.

· Ability to work independently and as part of a team, demonstrating initiative and problem-solving skills.

· Flexibility to adapt to changing priorities and new opportunities.


Environmental Conditions and Physical Demands:

Employees required to spend a portion of time remaining in a seated position looking at a computer screen. Employee will be required to do some standing and walking. Employee will be in a well-lighted, heated, and/or air-conditioned indoor office setting with adequate ventilation.

Requirements:


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