Experiential Production Coordinator (On-site, New York)

MATTE PROJECTS•New York, NY

5d•$65,000 - $70,000•Onsite

About The Position

MATTE is looking for an Experiential Production Coordinator to join its Experiential Production department. You will work with multiple brands across the agency in a fast-paced and dynamic environment. Working cross-functionally, you will take ownership of coordinating experiential events and projects – from ideation to execution. You should be results-driven and agile enough to look at performance/analytics and adjust.

Requirements

1-2 years of experience in an events production role
A deep understanding of production workflows
Be comfortable working in an area you might not have worked in before.
Must be able to think fast, problem solve, present solutions and react positively to unexpected issues.
Approachable, collaborative, results-oriented, problem-solver who can both provide and take direction well.
Has a great network of vendors and industry connections.
Excels at client relationship management and team management.
Strong work ethic and sense of project ownership.

Nice To Haves

Confidence and willingness to be flexible and to take on new challenges.

Responsibilities

Coordinate the experiential production activities for a high volume of clients.
Maintain contact with internal departments to set project milestones, track schedules, advise of job progress, scheduling concerns, and any requests for additional information or materials, when required.
Play a supporting/administrative role in the delivery of all client experiential projects.
Support experiential team to deliver value in the client/agency relationship.
Collaborate with creative department to conceptualize + execute deliverables across all production and client materials.
Work on multiple projects at once, reviewing and editing each brief to push clients' vision on both a creative and technical level.
Provide feedback and ideas about daily tasks and maintenance to producers and PAs to increase efficiency.
Participate in meetings relevant to projects currently in production.
Support MATTE internal Producers.
Engage and coordinate with production team for definition and delegation of responsibilities.
Take key meetings from the Company office in NYC.
Manage and update budget, ensuring internally set margin goals together with internal Producer.
Manage owned vendors, including but not limited to print, rentals, infrastructure, and more.
Venue liaising and interfacing between all teams for project needs.
Oversee event staffing, including but not limited to PAs.
Support vendor, client, and team site visits.
Maintain production timeline to keep project running on schedule.
Maintain Run of Show.
Be client facing on budget, timeline, and production conversations.
Support & process travel.
Determine project timelines, budgets, and resource requirements.
Schedule meetings, equipment rentals, and coordinate the availability of crew members and talent.
Track expenses, submit purchase orders, and ensure expenditures stay within the allocated budget.
Work closely with other departments to ensure a well-staffed production team and clear responsibilities.
Keep stakeholders informed about project updates, changes, and issues during production.
Coordinate the procurement and use of equipment, props, costumes, and other resources.
Identify potential production risks and develop contingency plans to address them.
Maintain detailed records and documents related to the production process, including contracts, invoices, and release forms.
Address unexpected issues that may arise during production.
Travel to event location for site visits, event days, etc., as needed.
Post event reconciliation and production wrap including all expenses.