Event Structures Project Coordinator

2 weeks ago

Phoenix, Arizona, United States InProduction Full time
Job Overview

Are you ready to engage in exciting projects at remarkable venues? At InProduction, we specialize in constructing event frameworks at premier stadiums and sports facilities across the United States. Our work primarily supports professional and collegiate sports events, encompassing Football, Soccer, Tennis, Auto Racing, Golf, Baseball, Hockey, and more. If you enjoy watching sports, you may have already seen our contributions without realizing it.

InProduction has spent years merging top-tier seating and staging companies into a comprehensive service provider for event production. Our evolution into the largest supplier of temporary seating, staging, structures, and scenic production for the events industry is driven by our dedicated team.

As a member of InProduction, you play a crucial role in our ongoing success. We provide a dynamic career path in a fast-paced environment where our employees embody our core values of safety and quality while delivering exceptional service to our clients. Whether in the field, warehouse, or office, InProduction offers significant growth opportunities.

Position Summary

We are seeking a Project Coordinator for our Structures Department. The ideal candidate will possess experience with Double Decker Tents and Mezzanines, along with a background in professional tent installation, Special Event Management, or Rental Services, ideally with a passion for sports management. Familiarity with products from Höcker HTS, RÖDER, Losberger, or Velderman is preferred.

Project Coordinators are responsible for ensuring the financial viability and timely delivery of projects. Key responsibilities include the overall direction, coordination, implementation, execution, control, and completion of specific projects, aligning with company strategies and objectives.

Key Responsibilities

Initiating/Planning Phase:

  • Analyze project drawings to assess requirements, including inventory and fabrication needs.
  • Review client contracts and communicate milestones to the project team.
  • Check availability of specialized items to prevent overbooking.
  • Estimate labor for both setup and dismantling, implementing necessary processes.
  • Develop job budgets in advance, linking costs to activities and materials.
  • Discuss budget goals and expectations with relevant stakeholders.
  • Obtain necessary permits from local authorities as required.
  • Attend pre-planning meetings and conduct site visits to align with clients and vendors.
  • Schedule rental equipment in advance and ensure timely returns.
  • Reserve inventory for structures throughout the project duration.

Execution/Monitoring Phase:

  • Oversee build and strike timelines, updating Operations on any changes.
  • Conduct site visits to ensure compliance with timelines and quality standards.
  • Provide technical guidance to teams to ensure adherence to specifications.
  • Assist with inventory management and conduct formal counts of materials on-site.
  • Regularly update budgets to reflect current margins.
  • Notify senior management of significant project changes.
  • Procure materials as necessary to complete projects.
  • Generate weekly reports for larger projects.

Closing Phase:

  • Contribute to final builds to capture design modifications for future reference.
  • Ensure timely reconciliation of all invoices.
  • Collaborate with operations on material allocation post-project.
  • Facilitate debriefings and document insights for future improvements.
  • Implement processes for post-event evaluations, documenting performance for enhancements.
  • Create as-built drawings for recurring projects to improve accuracy.
  • Ensure prompt return of all rental equipment.
Qualifications
  • 3 to 5 years of project management and operations experience.
  • Bachelor's Degree or equivalent experience preferred.
  • Experience in construction or equipment rental industries is advantageous.
  • PMP certification is a plus but not mandatory.
Work Environment
  • Primarily office-based with travel to outdoor worksites as necessary.
  • Safety clothing and equipment may be required at times.
Requirements
  • Pass background check and drug screening.
  • 5+ years of experience in planning, inventory management, logistics, and project management.
  • Knowledge of large clear span tents, Mezzanine, and Double/Triple Decker structures is essential.
  • Frequent travel is required.
  • Valid driver's license and ability to operate company vehicles.
  • Strong leadership, communication, and interpersonal skills.
  • Proficient in budget management and analytical problem-solving.
  • Fluency in English is required; Spanish is a plus.
  • Proficient in Microsoft Office and general data management.
Benefits
  • Health, Dental, and Vision Insurance.
  • Life Insurance.
  • Paid Vacation and Holidays.
  • 401 K Match.
  • Tuition Reimbursement.

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