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MAS Senior Coordinator - Temp to Hire

Department: MAS Event + Design LLC
Location: Brooklyn, NY

Department: Production

Employment type: Freelance to Permanent

Travel: 40%

Location: NY or LA 

Reporting to: Executive Producer

 

WHO WE ARE

MAS Event + Design an OPUS Agency company is an event and experiential marketing agency working with some of the world’s most influential brands to design, create, and manage their most important events and experiential programs. We partner with our clients to build fully integrated, highly effective teams that create remarkable experiences and activations around the world. Opus Agency is known for fostering the growth and development of professionals who have a passion for the event industry.  In pursuit of that, we offer resources and mentorship with dedicated event professionals who have decades plus of experience.  

WHAT WE ARE LOOKING FOR

The Sr. Coordinator assists and reports directly to the Producer by sourcing, scheduling and organizing for upcoming events. The Sr. Coordinator will be responsible for assisting event teams in all aspects of event management by serving as support staff on medium and large-scale events. Events assigned may include conferences, trade shows, dinners, corporate galas, and incentive programs. This position will work directly on all events, coordinating specific pieces as assigned by the event lead. Event pieces may include handling transportation, meeting room bookings, food and beverage, or talent management. This position will also lead small scale events with limited supervision. This is a client-facing role, and will have client contact primarily during meetings and through event leads. 

ESSENTIAL RESPONSIBILITIES 

  • Actively participate in creative event ideation and continue look and feel of creative deck shared by creative/art directors; 

  • Oversee and managed PAs, BAs and Registration Staff 

  • Delegate their responsibilities

  • Assign their locations

  • Do routine walk throughs during event date to see if any assistance is needed 

  • Lead stand up meeting with the above listed staff 

  • Go over scripts with the above listed staff 

  • Re-assign BA locations and scripts throughout the day 

  • Loop Producer/EP on changes and performance

  • Actively participate in event ideation and assist with sourcing images for client decks

  • Manages the internal sourcing decks, making sure pages are as organized as possible

  • Source props/décor per creative director’s direction and track costs

  • Create event playlists and handle onsite music

  • Draft and edit debriefs from weekly/monthly client calls

  • Update documentation for Producer as needed, including timelines, PA grids, production schedule, graphics grid, décor/prop purchase grid, contact sheet, deliverables grid, etc.

  • Responsible for onsite war book which should include: Client deck, Internal deck if necessary, all COI’s, Production Schedule, Production Documents, Graphics Grid, Trucking Schedule, Contact sheets, etc.

  • Undertake venue searches and serve as liaison between team and venue

  • Research possible event vendors, such as caterers, artists, DJs, florists, designers, etc as requested by Producer, and provide a comprehensive summary in deck format

  • Book and manage onsite production staff, assisting in the development of the briefing documents

  • Book travel and accommodations for event staff

  • Track packages and manage purchase returns and credit card/store credits

  • Responsible for sharing a clear inventory of all purchase items being sent to MAS storage, and updating existing MAS inventory with any new items added post event.

  • Responsible for clear communication in the form of inventory list for all items MAS storage needs to deliver to event site and/or pick up.

  • Responsible for post event inventory of production kit and ordering subsequent replenishment or communicating back to warehouse what needs to be restocked.

  • Assist Producer with budget tracking/management and fiscally reconciling projects

  • Collect and print invoices post-production; ensure PA grid and invoices are accurate before submitting for processing

  • Reconcile all receipts with coordinator and close out budget with EP/Director of Production

  • Responsible for all post event trafficking to client or storage

  • Follow up with client post event to review event pros and cons

  • Add successful new vendors to MAS internal vendor list.


COMPETENCIES

  • Displays strong critical thinking, organizational, and analytical capabilities.

  • Strong project management skills.

  • Demonstrate strong verbal and written communication, presentation skills, email & memo writing.

  • Ability to effectively prioritize workload on multiple projects & events simultaneously.

  • Successfully perform in high stress, fast-paced environment.

  • Accept changes with short notice and tolerate frequent interruptions.

  • Ability to maintain high levels of confidentiality.

  • Work cooperatively with other employees, vendors, and clients.

  • Detailed tracking of vendor pricing for production elements in both large and small scale

  • Ethics, Integrity, Values

  • Communication skills

  • Client Management

YOU SHOULD HAVE

  • 2 years of experiential events experience

  • 2+ years of experience booking travel accommodations

  • 2+ years of experience being part vendor management, event budgeting, venue sourcing and data management.

  • Understand event industry norms such as:

    • Venue contracting – the overall process, including concessions

    • Housing – room blocks, shoulder dates, cumulative blocks, and attrition

    • Catering – food and beverage minimums

  • Bachelor’s degree is preferred

  • Budget and financial tracking experience.

  • Strong computer and technology skills, especially Excel, Outlook, and Word

  • Ability to take initiative to learn and produce high quality work

  • Onsite team management experience

  • Ability to collaborate with others and work well on a team

  • Display a positive attitude in all interactions with internal and external customers

  • Flexibility and willingness to assist colleagues with projects and tasks outside of job requirements

Physical Requirements

Individuals will be required to sit for most of the day and will be required to stand as needed. May require walking primarily on a level surface for periodic periods throughout the day. Reaching above shoulder heights, below the waist or lifting up to 20 lbs. as required to file documents or store materials throughout the workday. Proper lifting techniques required.  Individuals will be required to travel via airplane, train, taxi, car and/or other means of transportation as needed.

 

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The performance of this position may occasionally require exposure to areas where those areas require the use of personal protective equipment. For the most part ambient room temperatures, lighting and traditional office equipment as found in a typical office environment.

 

Travel Requirements

Around 40% of the time, Domestic

 

Other Duties and Acknowledgement

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the employee a general sense of the responsibilities and expectations of his/her position. Duties, responsibilities and activities may change at any time with or without notice.  This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

 

Opus Agency does not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. All employment is decided based on qualifications, merit, and business need. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

 
 
 

 

 
 
 

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