Project Coordinator, Events- The Boca Raton Resort

Encore Global•Boca Raton, FL

About The Position

The Project Coordinator, Venues plans and executes small events or portions of larger events, ensuring successful and profitable delivery by following Encore’s Production Process and Technical Standards. The coordinator partners with sales and operations teams to deliver event execution plans and reports to a designated Venue Operations lead (DET / DOO). The role includes coordinating production and labor schedules, sub-rental requirements, project scope, execution plans, and responsibilities with crew leads, vendors, and venues. The coordinator supports client needs through meetings, organized show files, and responses to client concerns; reviews sales documents to confirm equipment and technical positions meet client needs; communicates execution plans and on-site changes; and reviews event information with crew leads. The role may also involve operating equipment and assisting crews when qualified, mentoring Encore team members, supporting event analysis, processing post-event items, and identifying training opportunities. Work may take place in hotels, convention centers, and offices, potentially across multiple hotel locations. Hotel work may involve moderate exposure to outdoor temperatures, dirt, sand, or dust; noise ranging from moderately quiet to noisy; high-end audio-visual equipment and electrical components; and heights accessed by lifts and ladders. Work hours may be irregular and include on-call status, days, evenings, weekends, and holidays. Team members must follow applicable appearance guidelines. Physical demands include frequent standing, walking, grasping, and lifting or carrying items; details are listed in the posting. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Requirements

High school diploma.
At least 3 years of technical experience in the event technology or broadcast industry.
Strong written and oral communication skills.
Strong technical background.
Strong client relationship skills.
Operational logistics experience.
Ability to work well under pressure.
Ability to multitask.
MS Office experience.

Nice To Haves

At least 2 years of administrative and customer service experience.
Ability to read technical diagrams.

Responsibilities

Prepare and communicate production and labor schedules, sub-rental requirements, project scope, execution plans, and individual responsibilities to lead crewmembers, vendors, and the venue.
Attend client meetings, maintain organized show files, and respond to client concerns, questions, and problems.
Review sales documents to confirm that equipment and technical positions meet client needs.
Communicate event execution plans and on-site changes, including billing, production schedules, and client requests.
Review necessary event information with crew leads to support successful and profitable execution.
Operate equipment and assist the crew as necessary and qualified.
Mentor Encore team members on event execution and best practices to improve local knowledge and market experience.
Assist Venue Operations leaders with completion and analysis of the EPT tool for events as necessary.
Process post-event items, including reviewing timesheets, processing invoices in a timely manner, and completing post-show reporting.
Work with Venue Operations leaders to identify training opportunities for onsite and regional workforce.