Job Description

The Production Coordinator, Audio Visual (AV) will be responsible for the seamless management of customer audio visual needs and production.

Key Contributions of the Role

• The primary role of the Production Coordinator will be to assist Project Managers (PMs) in organizing all pre-production requirements, and when needed, assist on-site with event execution.
• Other duties include but are not limited to:
• Arranging for show site labor (both W2 and labor vendor services)
• Working with the cross-rental department to procure equipment as needed
• Attending client meetings when appropriate
• Maintaining accurate records of on-site labor hours to ensure that tracking is accurate
• Building flow sheets for meeting rooms
• Overseeing the meeting room and exhibition portion of events
• Coordinating logistics.
• Ensuring cost tracking is accurate
• Working with PMs to keep costs in line with event and company expectations
• Scheduling SCRUB calls, post-show calls, and internal group calls as needed
• Assisting PMs with maintaining accurate records for pre- and post-show archival purposes in SharePoint
• Assisting with maintaining IntelliEvent accuracy for both gear and labor
• From time of assignment throughout the entirety of our client relationship:
• Maintain positive interactions with the client
• Respond to all emails in a timely manner, preferably within 24 hours of receipt
• Assist in billing, including pre-show proposals and on-site additions.

Requirements

• Minimum of 5 years of experience in AV production, event coordination, or a similar role.
• Demonstrate strong knowledge and understanding of the AV events industry, including equipment, technology, and current trends.
• Excellent verbal and written communication skills for liaising with customers, vendors, and team members.
• Proven experience organizing multiple projects simultaneously, from planning to execution.
• Strong organizational skills to manage logistics, schedules, and resources effectively.
• Detail-focused with strong analytical and problem-solving skills.
• Ability to quickly learn and adapt to new technologies and AV systems as needed.
• Willingness to travel as needed for on-site event coordination and support.
• Bachelor’s degree in a relevant field; related experience within the AV space may be exchanged for formal education.

Aligning With Our Values for Success

• Demonstrate Core Values of Caring, Commitment, Integrity, Spirit, Responsiveness, Inclusivity, and Teamwork.
• Ability to perform as a responsible ESOP owner by making daily decisions to benefit the client and the company.
• Treat all internal and external customers with courtesy and respect, as outlined in our Blue Diamond Customer Service Program.

Please note that the roles and responsibilities outlined in this job description are not exhaustive and may be subject to change. Additional tasks may be assigned as needed to meet the evolving needs of the company.

Shepard AV is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, age, color, sex, gender identity, sexual orientation, non-disqualifying physical or mental disability, veteran status, or other non-merit factor. All employment decisions are made based on business needs, job requirements, individual qualifications, and merit.

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