Operations Manager & Event Producer

Core Responsibilities

1. Communication Firewall & Client Advancing

• Serve as the primary point of contact for wedding planners, venue coordinators, and clients once an event is contracted.
• Conduct all technical and timeline advance calls; confirm load-in schedules, stage plots, sound curfews, power requirements, and venue restrictions.
• Collect, organize, and finalize day-of production assets, including special song choices, ceremony cues, and timeline details.
• Triage and resolve daily incoming client and vendor emails and texts, escalating only major strategic issues to leadership.

2. Roster Scheduling & Talent Management

• Cast, schedule, and confirm musicians, vocalists, and the DJ roster (8–10 DJs) across all event dates using internal scheduling systems (Planning Center Services / CRM).
• Ensure band leaders and lead DJs receive complete event timelines, run-of-show documents, and production details well in advance.
• Enforce contractor accountability regarding punctuality, call times, professional attire, and brand standards.
• Manage weekend roster coverage: handle last-minute callouts, illness substitutions, and schedule adjustments calmly and swiftly.
• Source, vet, and audition incoming musicians, audio technicians, and DJs to keep a deep bench of dependable talent.

3. Equipment Oversight & Warehouse Delegation

• Oversee the readiness and quality assurance of all production assets (PA systems, wireless mic packages, IEM rigs, backline, DJ consoles, and basic lighting).
• Coordinate trailer packing diagrams, staging readiness, and dispatch for event weekends.
• Manage gear maintenance through delegation: systematically test equipment post-event, identify damaged cables or broken hardware, and coordinate prompt repairs with external repair shops or freelance audio techs.
• Conduct weekly inventory audits to verify all company equipment and accessories return intact to storage after weekend runs.

4. Fleet & Transport Logistics

• Assign drivers, manage trailer schedules, and confirm loading dock access and parking passes for all venues.
• Coordinate with our dedicated transport/staging team on heavy load-ins, box truck rentals, and specialty staging setups.
• Collaborate closely with our administrative team on travel coordination, hotel accommodations, and timeline paperwork.

5. Weekend Show-Day Support & Post-Event Wrap-Up

• Serve as the on-call point of contact for active event crews to troubleshoot logistics or timeline changes in real time.
• Conduct post-event reviews with band leaders and DJs to capture venue notes, gear performance, and client feedback.
• Coordinate with administration to approve contractor pay sheets and ensure accurate billing.
• Facilitate post-event follow-ups with planners and clients to maintain vendor relationships and secure reviews.

Candidate Qualifications

• Professional Experience: 2–4 years in event operations, wedding planning/coordination, tour management, or entertainment agency logistics.
• Luxury Event Savvy: Familiar with high-end private event standards, wedding planning timelines, and VIP client service.
• Contractor Management: Proven ability to organize, communicate with, and lead independent creative contractors (musicians, DJs, crew).
• Communication Skills: Exceptional written and verbal communication; calm, authoritative, and unflappable under pressure.
• Systems & Software: Proficient with Google Workspace, project management/CRM software, and talent scheduling tools (Planning Center Services experience is a plus).
• Mobility & Logistics: Valid driver’s license with a clean record; comfortable visiting storage facilities to inspect trailer packing and gear readiness.