Event Production Coordinator

3 weeks ago

South San Francisco, California, United States Blueprint Studios Full time
Job Overview

We are seeking an experienced Event Production Coordinator to join our team at Blueprint Studios. This role is responsible for providing direct administrative support to one or multiple Account Manager(s) or Director(s). The successful candidate will serve as the liaison between Sales and multiple departments within the organization, effectively communicating deliverables, providing updates, and supporting documentation in relation to events.

Key Responsibilities:
  • Serve as the administrative liaison between operations and sales
  • Act as the client contact as instructed
  • Coordinate and schedule the calendar of their assigned sales representative(s)
  • Possess comprehensive knowledge of company inventory and pricing
  • Maintain maximum proficiency in the company rental software and the client database management system
  • Manage event order life cycle (contract creation, distribution, revisions, client communication, invoicing, etc.)
  • Coordinate and communicate with the Showroom Coordinator to schedule requested client showrooms
  • Work in close conjunction with all Operational Departments to ensure event success
  • Create, revise, and distribute written client contracts both externally and internally
  • Maintain standardized client files
  • Coordinate sub-rentals with approved vendors
  • Proactively resolve inventory conflicts as needed
  • Reviews and approves quality control discrepancies as requested
  • Responsible for client invoicing and collecting payments in accordance with company policies and procedures
  • Maintain consistent post-event follow-up including "Thank You" cards and gifts
  • Actively participates in production meetings providing clarification to upcoming events
  • Maintain comprehensive knowledge of event process flow (Order Stages)
  • Proactively prevents errors and solves problems in all areas of responsibility
  • Displays a high degree of confidentiality, professionalism, and emotional maturity at all times
  • Leads on-site event installations, strikes, venue walk-throughs, and showrooms as needed
  • Assists with special projects as directed
  • Assists with one or more sales representatives.
Requirements:
  • GED or High School Diploma required
  • AA or BS Degree highly preferred
  • Fully business software literate (MS-Office Suite)
  • Must be able to manage multiple concurrent tasks and priorities with accuracy
  • Must have exceptional organizational skills
  • Possesses exemplary written and verbal communication skills
  • 2 years with previous administrative coordinator experience (related experience preferred)

$45,000 - $60,000 per year, depending on experience.

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