Production Events Coordinator

3 weeks ago


Reston, Virginia, United States AGENC | Integrated Global Experiences Full time

Event Planning and Management Role

We are seeking an experienced Event Planning and Management Professional to join our team at AGENC | Integrated Global Experiences in Los Angeles, CA. As an Events Coordinator, you will be responsible for coordinating, planning, and managing experiential events, working closely with clients, vendors, and team members to deliver high-quality results.

Key Responsibilities

Project Planning and Coordination:

  • Oversee the entire project lifecycle, ensuring timely, budget-conscious, and high-quality deliverables.
  • Lead and manage partnerships with vendors, venues, and contractors through communication, onboarding, quoting, invoicing, coordination, and reconciliation.
  • Manage dedicated sections of an event as assigned by the manager, including budget, sponsorship, signage and graphics, staffing, food and beverage, etc.
  • Maintain project purchase order logs, ensuring financials are accurately kept, vendor invoices are paid, credit cards are reconciled, and project closeout is completed in a timely manner.
  • Oversee and maintain project file organization, including vendor proposals, invoices, and linking pertinent documents to respective logs.

On-site Event Production Management:

  • Oversee on-site event setup, execution, and breakdown, ensuring all equipment and services are functioning properly.
  • Serve as the point of contact for vendors, freelancers, and clients during events, resolving issues in real-time.

Vendor and Client Management:

  • Communicate regularly with vendors to confirm schedules, deliveries, and services.
  • Provide updates and/or changes to all internal teams to ensure all event components are aligned while providing clear direction that coincides with client expectations.
  • Create and maintain weekly call/meeting notes documents, both internally and externally, and send to clients and vendors in a timely manner.

Requirements

  • 2-4 years of experience in experiential marketing or event management, preferably in an agency setting.
  • Strong project management skills, with the ability to multitask, prioritize competing demands, and meet tight deadlines in a fast-paced environment.
  • Proven track record of successful project delivery within time and budget constraints.
  • Strong technical skills, including proficiency in Google Suite.
  • Superb communication and interpersonal skills, advancing strong relationships with clients, vendors, and team members.
  • Strong critical thinking, problem-solving, negotiation, and conflict-resolution skills.

Physical Requirements

  • Have a valid Driver's License.
  • Regularly required to stoop, kneel, bend, crouch, and lift up to 25 pounds and occasionally heavier items.
  • Ability to stand for extended periods during event setup, days of event, and breakdown of events.
  • Must be able to work outdoors in various weather conditions.
  • Available to work flexible hours, including evenings and weekends, as event schedules require.

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