Event Production Coordinator

Sound Investment AV•Chicago, IL

16h•Onsite

About The Position

The Production Coordinator is responsible for maintaining the accuracy and completeness of the company's Production Schedule, event calendars, and CRM. This person serves as the central point of accountability for ensuring that every event is captured, current, and consistent across these systems. The Production Coordinator is expected to actively own the accuracy of these systems rather than simply entering information provided by others. For every upcoming event, this person should be able to verify if the event is properly represented in the CRM, on the correct NY, Chicago, and/or Moonlight Studios calendar, on the Production Schedule, if the date, venue, location, and all relevant event times are complete and accurate, if the CRM accurately reflects the event's current status, if the information is consistent across all applicable systems, who has missing information and if it has been followed up on, and if changes have been communicated to the appropriate Sales, Production, and Operations team members. If information is missing, incomplete, or inaccurate in any of these systems, the Production Coordinator is responsible for identifying the issue, obtaining the necessary information, and ensuring it is corrected.

Requirements

Maintaining the accuracy and completeness of the company's Production Schedule, event calendars, and CRM.
Serving as the central point of accountability for ensuring that every event is captured, current, and consistent across these systems.
Actively owning the accuracy of these systems rather than simply entering information provided by others.
Verifying event representation in CRM, calendars, and Production Schedule.
Ensuring completeness and accuracy of event dates, venues, locations, and times.
Confirming CRM accurately reflects event status.
Ensuring information consistency across all applicable systems.
Identifying and following up on missing information.
Communicating changes to appropriate Sales, Production, and Operations team members.
Identifying, obtaining, and correcting missing, incomplete, or inaccurate information.

Responsibilities

Ensure every event is entered and accurately reflected in the CRM, Production Schedule, and appropriate event calendar.
Maintain event calendars for New York, Chicago, and Moonlight Studios, ensuring all events are represented accurately.
Ensure every event on the Production Schedule includes complete and accurate dates, times, and locations.
Confirm and maintain all critical event timing, including applicable crew calls, load-in times, setup times, rehearsals, show times, event start/end times, and load-out times.
Confirm complete venue information, including venue name, address, room or event space, and other relevant location details.
Ensure the CRM accurately reflects the current status of each event, including changes as an opportunity progresses from the sales process into confirmed production.
Regularly compare the CRM, Production Schedule, and event calendars to ensure events and critical information are consistent across all three.
Identify missing events, outdated information, conflicting information, or discrepancies between systems and ensure they are corrected.
Proactively obtain missing information from Sales, Producers, Project Managers, or other appropriate team members.
Meet with the Sales team weekly to review all upcoming and potential events, confirm that every event is accounted for, and verify the current status of each opportunity.
Use the weekly Sales meeting to identify newly confirmed events, date or venue changes, cancellations, tentative events, and other updates that need to be reflected in the CRM, Production Schedule, or calendars.
Ensure newly confirmed events are promptly transitioned from the sales pipeline into the production workflow.
Follow up on tentative or incomplete events until their status is clear and the appropriate systems have been updated.
Update event information promptly when dates, times, locations, status, or other critical details change.
Regularly audit upcoming events to identify missing information, scheduling conflicts, or discrepancies before they create operational problems.
Coordinate with Sales, Production, and Operations so upcoming event information is available early enough for staffing, equipment, transportation, and production planning.

Benefits

Competitive salary based on experience
Medical insurance
Dental insurance
Company-sponsored IRA with employer matching
Paid time off
Paid company holidays
Cell phone reimbursement
Opportunities for professional growth and advancement
Hands-on experience with a wide variety of events, venues, clients, and productions
Collaborative, fast-paced work environment within a growing national AV production company