Event Production Coordinator

The Production Coordinator is responsible for maintaining the accuracy and completeness of the company's Production Schedule, event calendars, and CRM. This person serves as the central point of accountability for ensuring that every event is captured, current, and consistent across these systems.

• Ensure every event is entered and accurately reflected in the CRM, Production Schedule, and appropriate event calendar.

• Maintain event calendars for New York, Chicago, and Moonlight Studios, ensuring all events are represented accurately.

• Ensure every event on the Production Schedule includes complete and accurate dates, times, and locations.

• Confirm and maintain all critical event timing, including applicable crew calls, load-in times, setup times, rehearsals, show times, event start/end times, and load-out times.

• Confirm complete venue information, including venue name, address, room or event space, and other relevant location details.

• Ensure the CRM accurately reflects the current status of each event, including changes as an opportunity progresses from the sales process into confirmed production.

• Regularly compare the CRM, Production Schedule, and event calendars to ensure events and critical information are consistent across all three.

• Identify missing events, outdated information, conflicting information, or discrepancies between systems and ensure they are corrected.

• Proactively obtain missing information from Sales, Producers, Project Managers, or other appropriate team members. The Production Coordinator is responsible for identifying information gaps and following through until the necessary information is obtained and entered.

• Meet with the Sales team weekly to review all upcoming and potential events, confirm that every event is accounted for, and verify the current status of each opportunity.

• Use the weekly Sales meeting to identify newly confirmed events, date or venue changes, cancellations, tentative events, and other updates that need to be reflected in the CRM, Production Schedule, or calendars.

• Ensure newly confirmed events are promptly transitioned from the sales pipeline into the production workflow.

• Follow up on tentative or incomplete events until their status is clear and the appropriate systems have been updated.

• Update event information promptly when dates, times, locations, status, or other critical details change.

• Regularly audit upcoming events to identify missing information, scheduling conflicts, or discrepancies before they create operational problems.

• Coordinate with Sales, Production, and Operations so upcoming event information is available early enough for staffing, equipment, transportation, and production planning.

The Production Coordinator is expected to actively own the accuracy of these systems rather than simply entering information provided by others.

For every upcoming event, this person should be able to verify:

• Is the event properly represented in the CRM?

• Is it on the correct NY, Chicago, and/or Moonlight Studios calendar?

• Is it on the Production Schedule?

• Are the date, venue, location, and all relevant event times complete and accurate?

• Does the CRM accurately reflect the event's current status?

• Is the information consistent across all applicable systems?

• If information is missing, who has it and has it been followed up on?

• Have changes been communicated to the appropriate Sales, Production, and Operations team members?

If an event is missing, incomplete, or inaccurate in any of these systems, the Production Coordinator is responsible for identifying the issue, obtaining the necessary information, and ensuring it is corrected.

Founded in 1999, Sound Investment AV is a full-service audiovisual production and technology company specializing in live events, corporate meetings, experiential productions, entertainment, and hospitality.

With teams in Chicago, New York, Miami, Las Vegas, and Los Angeles, we support events across the country with audio, video, lighting, staging, technical production, and show management services.

Our success is built on great people, strong relationships, technical expertise, and a commitment to delivering exceptional experiences for our clients.

Sound Investment AV offers a competitive compensation and benefits package designed to support our team both professionally and personally.

Benefits include:

• Competitive salary based on experience

• Medical insurance

• Dental insurance

• Company-sponsored IRA with employer matching

• Paid time off

• Paid company holidays

• Cell phone reimbursement

• Opportunities for professional growth and advancement

• Hands-on experience with a wide variety of events, venues, clients, and productions

• Collaborative, fast-paced work environment within a growing national AV production company

Specific benefits and eligibility may vary based on position and employment status.

 

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