Production Coordinator,Production & Hospitality

Job Description We are searching for a talented, motivated and highly-detailed Production Coordinator to join our event production team to help in the planning of some amazing experiences. As a Production Coordinator, you will be providing administrative, organizational and operational support to our very busy project management/event production teams in a variety of areas and through all phases of event development including pre-planning and coordination, onsite event execution, and post-event closeout. Priorities can often change in our fast-paced environment, so this role includes, but is not limited to, the following: Essential Functions & Responsibilities Primary Responsibilities • Conduct research and gather information for event proposals and budgets including venues/locations, vendors, entertainment options and other event disciplines • Secure vendor pricing for budget development • Assist in tracking event finances by updating event P&L with quotes, processing invoices, and reconciling expenses • Become proficient in our FileMaker processes and databases including: Event Assignments, Upcoming Events, Expense Reports, Correspondence (Memos, General Info Documents, etc.), Client Invoices, Absolute Accounting/P&L, Time Sheets, Client & Vendor Contact Lists, Budgets & Contracts, Vendor Quoting, Event Contact Lists • Become proficient in our Smartsheet processes including maintaining our bidding database, tracking milestones and deliverables, and updating production timelines • Assist in all areas of vendor bidding including RFPs, Bid Comparisons, Letters of Authorization, Vendor Service Agreements and Change Orders • Assist with site visit & event travel coordination and booking • Execute Non-Disclosure Agreements • Learn event-specific disciplines and become proficient enough to manage all of the below individually – work up to being able to manage a minimum of three (3) at the same time from pre-event to on-site to post-event, under supervision of Lead Producer/Project Lead • Possess/gain general knowledge of other event disciplines to include Production, Technical & Creative Services • Understand how to read and utilize diagrams • Manage event timelines and contact lists • Liaise with vendors to facilitate ordering and logistics such as load-in & load-out scheduling • Assist with researching, writing, editing and preparing event proposals/presentations • Work with Creative Services Coordinator to traffic manage the signage & graphics for a project • Secure event supplies • Update manager and project leads Key Areas of Focus Food & Beverage Entertainment Guest & Catering Rentals Signage & Graphics Venue/Location Restrooms Security & Credentials EMT/First Aid Janitorial/Sanitation Offices Radios Travel/Transportation Administrative & Other Responsibilities • File Storage • Expense Reports • Process Invoices • Take meeting notes • Monthly American Express Closeout • Monthly FedEx Statements Processing • Daily Timesheet Inputting for Labor Reports • Weekly Timesheet Tracking for Company Travel Must be adaptable with work and travel schedule and be available to travel for work during holidays. This position may require up to 30-40% travel. Qualifications Required Education and/or Experience • Bachelor's Degree in Business, Communications, Public Relations, Marketing, Hospitality Management, Sports Management, or a related field, or equivalent experience required • Proficient user of Microsoft Office Suite | Adobe Acrobat • Highly organized and process-oriented • Attention to detail, carefully following instructions and checking work for accuracy • Ability to multi-task and remain calm in high-pressure situations • Strong communication and interpersonal skills • Good timekeeping and work ethic that is characterized by commitment, motivation, and energy Preferred Education and/or Experience • Knowledge of FileMaker| Keynote | SharePoint | Smartsheets | Microsoft Teams | Zoom | DocuSign • Prior experience with events (in particular, large-scale events) a plus • Flexibility and positive attitude to work long days, evenings, weekends and holidays when necessary Endeavor is an equal opportunity employer committed to a diverse and inclusive work environment.