Production Coordinator

Are you ready to join a well-established and growing Marketing Agency? We are seeking a high-performance Client Services Manager to support some of our existing key accounts in the expansion of their business and to support the Account Director with their daily account management needs.

The Production Coordinator is responsible for assisting the production department during the sales cycle, with proposal development, pre-production, on-site, and post-production responsibilities

What you'll do:

Project based pre-production responsibilities include:

  • Assist with formatting proposals and printing, as needed
  • Assist with managing pitch elements
  • Research information and pricing on various elements of a proposal such as speakers, talent, teambuilding activities, premium items
  • Create and manage project logistical documentation including contact and crew lists, travel grids, etc.
  • Assist with updating of production schedule and show flow documents
  • Coordinate crew flights, hotels, and all other logistics related to crew travel
  • Maintain version control of all project documentation throughout the proposal and production cycle and distribute current document versions to the team.
  • Take notes on all calls and distribute them to the team and/or client post-call
  • Send out client and internal team meeting calendar invites
  • File all documents on PinneRock’s server as the project is in production
  • Assist in graphics coordination, as needed
  • Participate in brainstorming sessions

 Project-based on-site responsibilities include:

  • Communicate all logistical documentation changes to the team
  • Organize and maintain production materials and emergency supplies, run errands as needed
  • Coordinate dates and times for talent rehearsals and/or performances
  • Coordinate activities of on-site Production Assistants as needed
  • Respond to client/Producer requests
  • Coordinate with in-house hotel departments to ensure client and team needs are met
  • Provide on-site production office support
  • Track script and graphic changes
  • Oversee food & beverage needs for crew
  • Ensure all final show files and media are collected, labeled, and shipped to PineRock prior to departure

 Project-based post-production responsibilities include:

  • Archive all files on the PineRock server
  • Assist Producers with project budget close-out
  • Supervise creation of post-show highlights and/or case study reels, as needed

 Office/Administrative responsibilities include:

  • Assist with updating and organizing file server (Microsoft Share Point)
  • Format, print, bind, and ship documentation, as needed
  • Assist in creating and formatting internal or Capabilities PPT presentations
  • Assist with computer/server/software issues, as needed

 Perform various tasks as needed throughout the project process.

Knowledge, skills and abilities required:

  • Ability to work in a fast-paced environment demanding strong technical and interpersonal skills
  • Excellent organization, oral and written communication, and problem-solving skills with the ability to prioritize assignments and meet strict deadlines on multiple tasks with no work product errors
  • Proven track record of excellent client satisfaction
  • Proactive in following through on assigned tasks
  • Extensive knowledge of Microsoft Word, Microsoft PowerPoint, Microsoft Excel, Microsoft Outlook, SharePoint or other database programs and Adobe Acrobat; knowledge of additional software/graphics programs desirable
  • Ability to work extended hours including weekends, with little to no advance notice
  • Ability to travel domestically / internationally for an on-site assignment
  • Ability to maintain a positive, can-do attitude during challenging projects.
  • Ability to work well on a team
  • Ability to communicate with end clients, as directed
  • 1-2+ years virtual and/or live event production experience
  • College degree and/or relevant industry experience

Candidates must live in the USA, preferably the east coast where the majority of our team is located. No agencies.

Compensation will be commensurate with experience.

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What We Offer:

An inspired, creative and collaborative work environment with a group of diverse, talented individuals who truly care about the success of our clients and the programs we create for them. We have been producing award-winning programs for over 25 years and we are continually evolving and challenging ourselves to be better.

Benefits Include:

  • Health, dental and vision insurance
  • Simple IRA with company match
  • Transit check
  • Generous PTO policy
  • Flexible work environment (in-person or remote)
  • Pet-friendly office environment
  • Fully stocked kitchen
  • Work-friendly health/wellness policy

Employment type:
Full-time

Job function:
Production

Industries:
Marketing, Advertising, Events, Video