Production Coordinator

Resourcing & Staffing

• Maintain and update production staffing records in resource management software
• Assist in forecasting team utilization, advising on full-time and freelance staffing needs.
• Coordinate freelance onboarding processes in partnership with HR.
• Conduct rate negotiations based on client rate cards.
• Collaborate with regional teams to fulfill inter-regional project staffing requirements.
• Act as point person and guide to freelancers navigating agency processes

Recruitment

• Drive recruitment efforts for production roles, including developing and executing recruitment strategies.
• Maintain an up-to-date database of production staffing resources.

Proposal Coordination

• Lead proposal evaluation alongside leadership to determine viable project opportunities.
• Oversee proposal staffing and kickoffs.
• Prepare and distribute weekly proposal tracking reports to senior management.
• Act as RFI coordinator, working with Business Development and Account Services to answer RFIs, and maintain our RFI boilerplate document.
• Review and proof proposals for accuracy and alignment with standards.

Administrative & General Support

• Provide administrative assistance to the Chief Implementation Officer.
• Arrange capabilities presentations with vendors.
• Organize and schedule internal workshops.
• Coordinate meetings, interviews, and presentations related to production staffing needs.
• Manage and maintain the executive production schedule in Outlook.

Qualifications

• In-depth understanding of production roles and responsibilities in corporate event production.
• Proficient in Excel, Word, PowerPoint, and Keynote.
• Familiar with software-based production management tools.
• Exceptional email communication skills.
• Capable of handling a wide variety of projects and personalities
• Strong multi-tasking skills with an ability to prioritize effectively.
• Passionate about creating and refining efficient processes