Project Coordinator, Venues - Gaylord National Resort & Covention Center
About The Position
The Project Coordinator, Venues plans and executes small events or a portion of a large event. The role ensures successful and profitable event execution by following Encore’s Production Process and Technical Standards and partnering with sales and operations teams to deliver event execution plans. The position reports to a designated Venue Operations lead (DET / DOO). The role includes preparing event schedules and execution plans, coordinating with clients, crew members, vendors, and venues, supporting onsite event execution, operating equipment as qualified, mentoring Encore team members, and assisting with administrative, reporting, and training activities. Work takes place in hotel/convention center and office environments. Hotel work involves moderate exposure to outdoor temperatures, dirt, sand or dust, variable noise levels, high-end audiovisual equipment and electrical components, and heights via lifts and ladders. Work may take place at multiple hotel locations. Hours may be irregular and include on-call status, days, evenings, weekends, and holidays. Appearance guidelines apply in hotel, office, and travel settings.
Requirements
- High school diploma required.
- 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 preferred.
- Ability to read technical diagrams preferred.
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 equipment and technical positions meet client needs.
- Communicate event execution plans and onsite 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 experience.
- Assist Venue Operations leaders with completion and analysis of the EPT tool for events as needed.
- 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.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
