Event Coordinator Jobs in Chicago, IL

About The Position

Requirements

• 2-4 years of experience in event production or a corporate office environment.
• Knowledge in Microsoft Office Suite.
• Excellent communication and organizational skills.
• Able to troubleshoot and problem solve in a quick, resourceful manner.
• Takes initiative – welcomes the challenge to work in many roles.
• Must be able to handle all types of people in a productive and positive way.
• Strong customer service orientation; able to maintain a professional demeanor with clients.
• Presents themselves professionally and in keeping with the company image.
• Understands the basics of technical elements including: Lighting, Audio, Video, and Staging.
• Good knowledge and ability to use tools and equipment that may include: hammer, screwdriver, hand drill, tape measure, dollies, lifts, and 8 foot and 12 foot ladders.
• Ability to work flexible schedules according to production needs to include evenings and weekends.

Nice To Haves

• Bachelor’s Degree (or equivalent background) in theater production, audio or video engineering, or live event production is a plus.
• Previous work with scheduling software is a plus.

Responsibilities

• Assists with the production of all projects to deliver beyond client expectations based on specifications from Production and Project Teams.
• Works on-site for set-ups, show runs, and strikes as needed to support events and event related projects.
• Assists Labor Manager in building event schedules and reaching out to freelancers or agencies.
• Assists Labor Manager with confirming event scope and timings.
• Updates information in scheduling platform reflecting event, shift, and staffing details.
• Coordinates with Kehoe Designs logistics team and confirms logistics schedule alongside BlackOak schedule.
• Greets crews at loading docks and facilitates logistics support.
• Works with Staffing Team to monitor staffing hotline (including after hours), and addresses time sensitive issues, escalating to other team members when necessary.
• Assists with incoming applications and communication with candidates.
• Coordinates, phone screens, and submits candidate information to Production Staffing Manager for hiring recommendations.
• Facilitates the onboarding process for seasonal, part-time, and freelance crew members.
• Canvases current freelance staff to gather references for possible new hires.
• Leads and assesses crew members to offer coaching/guidance on site.
• Assists the Project Team with pull sheets, customs projects, samples, and elsewhere as needed.
• Supports the Shop with prepping and returning equipment for on-site event usage.
• Assists with subrental receiving, processing, and logistics.
• Assists on internal projects such as safety initiatives, marketing projects, or work adjustments.
• Assists with printing and organizing show binder materials for the project team.
• Ability to drive company vehicles occasionally to vendors and event sites.
• May perform other duties as required.

Benefits

• Hourly wage: $20-24 in office and $25-$28 for onsite based on experience.
• Overtime pay will be provided for hours worked beyond 40 in a workweek at 1.5x the regular rate of pay, in compliance with Illinois labor laws.
• Medical, dental, and vision insurance options available full-time.
• 401(k) plan with company matching.
• Paid Time Off (PTO): In compliance with Illinois State Law.
• Opportunities for skill development and career advancement.
• Flexible scheduling, including evening and weekend availability.
• Safe and supportive work environment.