What are the responsibilities and job description for the Production Coordinator position at Freeman Company?
About Us
Studio Blue, part of The Freeman Company's collective of expert brands, fills the production gap between creative agencies and basic AV providers, collaborating with clients to produce flawless events. At Studio Blue, our team members make brand stories impossible to ignore. We're built to support clients who need expert AV production to tell their story clearly and confidently in high-stakes environments like conferences, summits, press conferences, and internal special nontraditional events.
Summary
The Event Operations Coordinator plays a critical role in supporting the Centralized Resourcing function and broader Operations team. This position is responsible for coordinating staffing workflows, supporting resource planning across both FTE and Contingent talent, and ensuring alignment between project teams and operations.This role sits at the center of a fast-paced, high-volume environment, requiring strong organizational skills, attention to detail, and the ability to manage multiple priorities simultaneously. The coordinator will help drive consistency across resourcing processes, support system workflows and improve communication across teams to ensure efficient and scalable operations.
This position will support our Production team. It is eligible to work a hybrid schedule, generally requiring work in-office and/or show-site 2-3 days per week based out of Dallas, TX.
Essential Duties & Responsibilities
- Resourcing & Staffing Coordination
- Support end-to-end resourcing workflows across multiple programs, including role identification, staffing alignment, and tracking of assignments across both FTE and Contingent resources
- Coordinate staffing outreach and communication, ensuring clarity, timeliness, and alignment with project needs
- Maintain accurate and up-to-date resourcing data across systems (lasso, Dropbox, harvest, SalesForce, G-suite, etc.), ensuring visibility into staffing status and progress
- Partner closely with Executive Producer, Operations leaders, and Project Teams to align on staffing priorities, timelines, and changes
- Process & Operational Excellence
- Support the development, implementation, and refinement of resourcing SOPs and workflows to drive consistency and scalability across teams
- Identify gaps in current processes and proactively recommend improvements, ensuring alignment with broader organizational standards
- Help standardize communication and workflow expectations between Operations and Project Teams to reduce inefficiencies and rework
- Assist in tracking and managing workflow status updates across both FTE and Contingent staffing models
- Support Contingent onboarding, contracting, and compliance processes, ensuring all documentation and requirements are met
- Coordinate with external vendors and platforms (Coupa, Lasso, etc.) to manage contractor engagement and data accuracy
- Assist with invoice tracking, expense management, and reconciliation related to staffing resources
- Communication & Collaboration
- Serve as a key point of coordination between Operations, Project Teams, HR, and external partners
- Ensure clear, consistent communication across all stakeholders, particularly during high-volume or rapidly changing program needs
- Support leadership visibility into resourcing progress, risks, and gaps
- Administrative & Team Support
- Provide general administrative support to the Operations department, including but not limited to documentation, note-taking, scheduling, system updates, signature support, NDAs, meeting logistics, etc.
- Maintain team calendars and support resource scheduling to ensure optimal coverage
- Provide department coverage during “Out of Office” periods to ensure continuity of Operation
Education & Experience
- Bachelor’s degree preferred, High School Diploma or Equivalent with relevant work experience required
- Background in Events, Operations, HR, or similar capacity, 1 years experience
- Excellent computer skills: comfortable with Google Suite, Microsoft Office, and Apple applications, Slack, collaborative team, and resourcing project software, etc.
- Strong attention to detail, a positive attitude, and a team player
- Ability to operate within a fast-paced environment
- Excellent written, verbal, and interpersonal communication skills
- Time management and multi-task skills
Travel Requirements
Travel up to 25%
What We Offer
The Freeman Company provides benefits that aim to empower our people and their families to thrive mentally, physically, and financially. These are a handful of the types of programs and benefits our full-time people may be eligible for. There may be some variances in specific benefits across regions.
- Medical, Dental, Vision Insurance
- Tuition Reimbursement
- Paid Parental Leave
- Life, Accident and Disability
- Retirement with Company Match
- Paid Time Off
Diversity Commitment
At The Freeman Company, our commitment to diversity and inclusion is helping us to create not only a great place to work, but also an environment where our employees, our customers and our communities around the world can reach their goals and connect with each other. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status and other characteristic protected by federal, state or local laws.
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