Audio Visual Scheduling Coordinator - Live Events

Company Description Mercury Sound & Lighting is a national, turn-key event technology production and integration solutions company serving live events across diverse industries. The organization is known for its boutique, hands-on approach that prioritizes personalized service and close collaboration with clients. Mercury focuses on delivering world-class service, production excellence, and reliable technical solutions for events of varying size and complexity. The team operates with a strong commitment to integrity, ensuring dependable support and consistent quality for every project.

Role Description The Audio Visual Scheduling Coordinator – Live Events is a full-time, on-site role based in Wixom, MI, responsible for organizing and scheduling audio-visual resources for live events. This role coordinates AV equipment, technicians, and event timelines to ensure that all technical elements are prepared and delivered according to client and internal requirements. Daily tasks include managing event schedules, confirming equipment availability, communicating with internal teams and clients, and updating documentation and calendars. The coordinator works closely with production staff to track changes, resolve scheduling conflicts, and support smooth execution of live audio, video, and lighting setups. This position also assists with basic administrative tasks related to event logistics and provides responsive customer service before, during, and after events.

Qualifications

• Strong understanding of Audio Visual (AV) Systems and Audio-Visual Production for live events.
• Effective Communication skills to collaborate with internal teams, technicians, and clients.
• Demonstrated Customer Service skills to support clients and resolve scheduling or event-related issues.
• Familiarity with Video Conferencing technologies and coordination of hybrid or virtual event setups.
• Experience in scheduling, logistics coordination, or event operations, ideally in an AV or live events environment.
• Proficiency with scheduling tools, project management or calendar software, and basic office applications.
• Strong organizational skills, attention to detail, and ability to manage multiple events and deadlines.
• Ability to work on-site in Wixom, MI and occasionally support events outside standard business hours as needed.

Scheduling and Labor Coordination:

• Maintain schedules for full-time employees and freelance event personnel.

• Track tentative, held, and confirmed event assignments.

• Contact freelancers to confirm availability and job assignments.

• Distribute and confirm call times, locations, positions, and relevant event information.

• Update scheduling information in Excel, Flex Rental Solutions, and shared company documents.

• Communicate schedule changes to project managers, technicians, freelancers, and other affected departments.

• Identify potential staffing conflicts, coverage gaps, and scheduling concerns.

• Maintain accurate freelance contact, availability, position, and rate information.

• Follow up on outstanding crew confirmations and scheduling requests.

Administrative Support:

• Provide direct administrative support to the Director of Live Events.

• Maintain task lists, reminders, records, and departmental documents.

• Assist with routine correspondence and internal follow-up.

• Prepare spreadsheets, reports, meeting notes, and other documents as requested.

• Collect information from project managers, employees, freelancers, vendors, and other departments.

• Help ensure deadlines, approvals, and outstanding action items are completed.

• Maintain organized electronic records and filing systems.

• Handle employee, financial, and company information with appropriate confidentiality.

• Complete routine administrative tasks so department leadership can remain focused on event execution, management, client relationships, and sales.

• Approve and revise timecards for hourly employees.

Administrative Support:

• Provide direct administrative support to the Director of Live Events.

• Maintain task lists, reminders, records, and departmental documents.

• Assist with routine correspondence and internal follow-up.

• Prepare spreadsheets, reports, meeting notes, and other documents as requested.

• Collect information from project managers, employees, freelancers, vendors, and other 

departments.

• Help ensure deadlines, approvals, and outstanding action items are completed.

• Maintain organized electronic records and filing systems.

• Handle employee, financial, and company information with appropriate confidentiality.

• Complete routine administrative tasks so department leadership can remain focused on event 

execution, management, client relationships, and sales.

• Approve and revise timecards for hourly employees.

Expense and Spending Administration:

• Collect, organize, and track receipts and purchasing documentation.

• Prepare and submit expense reports for the Director of Live Events.

• Assign expenses to the appropriate event, department, purchase order, or account.

• Assist with credit-card reconciliation and documentation.

• Maintain accurate records of departmental and event-related spending.

• Identify missing receipts, incomplete information, duplicate charges, or other 

discrepancies.

• Prepare basic spending summaries and reports as requested.

Freelance Invoice Review:

• Receive and organize freelance labor invoices.

• Verify event dates, job assignments, labor positions, approved rates, hours, overtime, travel, 

and authorized expenses.

• Compare invoices with crew schedules, purchase orders, and available event information.

• Confirm that charges are assigned to the correct event.

• Identify missing information, billing errors, duplicate charges, and other 

discrepancies.

• Coordinate with freelancers and project managers to resolve invoice questions.

• Submit complete and verified invoices to accounting for approval and processing.

• Track missing, corrected, and outstanding invoices.

Required Qualifications:

• Knowledge of the AV industry and familiarity with the local freelance market.

• Strong organizational and time-management skills.

• Excellent attention to detail and accuracy.

• Clear and professional written and verbal communication.

• Proficiency with Microsoft Excel and basic office software.

• General computer proficiency and the ability to learn new systems.

• Ability to manage multiple assignments and changing priorities.

• Strong follow-up skills and a willingness to communicate proactively.

• Comfortable working with schedules, invoices, receipts, purchase orders, and basic financial 

information.

• Ability to work independently while collaborating with multiple departments.

• Dependable, professional, and discreet.

• Good judgment and problem-solving ability.

Preferred Qualifications:

• Previous scheduling, administrative, purchasing, or operations experience.

• Experience reviewing invoices or preparing expense reports.

• Familiarity with purchase orders and procurement processes.

• Experience with Flex Rental Solutions or similar inventory, scheduling, or rental-management 

software.

• Experience in live events, audiovisual production, entertainment, equipment rental, logistics, 

or a related industry.

Position Development:

This position will initially emphasize scheduling coordination and administrative support. 

Purchasing, procurement, invoice review,

expense tracking, and broader operational responsibilities will be introduced as the employee gains 

experience and demonstrates proficiency with company systems and procedures.

The position offers an opportunity to develop into a broader Live Events Operations Coordinator 

role.

Work Environment:

The Live Events industry is fast-paced, and event schedules can change quickly. The successful 

candidate must be comfortable adjusting priorities, communicating time-sensitive updates, and 

maintaining accurate information while several events are being planned or

executed simultaneously.

This is a full-time position based in Wixom, Michigan.

Salary - commensurate with experience