Event Project Coordinator

2 weeks ago

Nashville, Tennessee, United States Corporate Events Inc Full time
Job Overview

Salary: $85K/Annually

Corporate Events Inc is seeking a dedicated Project Manager to support our US Show Execution Team in a full-time remote capacity.

Position Summary:

The Project Manager is responsible for managing the entire lifecycle of events, acting as the main liaison for both internal and external communications regarding assigned projects. This role encompasses the coordination of all aspects from pre-production to final billing for virtual, hybrid, and live events, while ensuring timelines, deliverables, and project finances are effectively managed.

Key Responsibilities:

  • Oversee all facets of audiovisual and production management, from event confirmation through planning, staffing, execution, and final billing/reconciliation.
  • Develop a comprehensive understanding of project requirements and objectives.
  • Ensure compliance with company and client Standard Operating Procedures (SOPs).
  • Utilize company collaboration tools to manage task lists and deliverables.
  • Review all contract documents, including bids, equipment lists, venue contracts, project timelines, subcontractor agreements, venue policies, and cancellation schedules.
  • Engage in regular teleconferences and video calls with clients and colleagues to discuss project progress.
  • Facilitate internal team meetings to address project-specific needs and ensure adherence to timelines.
  • Coordinate all onsite activities, including load-in, setup, crew calls, execution, client relations, load-out, and change management.
  • Manage detailed production schedules.
  • Collaborate with internal and external studio teams for virtual event support.
  • Create work orders for clients using the company quoting system.
  • Assist with technical checks and client recordings.
  • Proactively manage project finances, including work order changes, client and vendor purchase orders, job costs, and internal P&L, while maintaining clear communication with clients to meet budgetary requirements.
  • Support the Show Execution Team with various tasks as needed.
  • Travel may be required (approximately 2 weeks per month) for site visits and client meetings.
  • Adhere to Corporate Events Core Values.

Required Qualifications:

  • A minimum of 5 years of experience in audiovisual and production management.
  • Experience in project management within the live and/or virtual events sector is preferred.
  • Proficiency in creating diagrams, with Vectorworks being advantageous.
  • Strong organizational skills with the ability to manage multiple tasks simultaneously.
  • Excellent communication skills, both written and verbal.
  • Capability to lead teams in creating collaborative experiences.
  • Aptitude for troubleshooting and providing effective solutions.

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