Event Production Coordinator

firstglobalmanagementservicesinc; München; On-site; EUR 42,000 - 64,000; Full time

Job summary

FIRST is a leading global brand experience agency delivering content, creative, digital technology, management & delivery, and data insights. The Event Production Coordinator supports event requests in client offices, serving as the main technical contact and assisting the production team from planning to delivery.

The role involves coordinating all production deliverables, managing budgets and on-site activities, and ensuring high client satisfaction through meticulous organization and

Qualifications

• Bachelor's degree or equivalent experience preferred.
• 3–5 years' experience in meeting planning, production, AV sales, or AV operations.
• Exceptional interpersonal and communication skills with clients and vendors.
• Functional understanding of Audio Visual systems and processes.
• A client-centric approach with strong problem-solving abilities.
• Fluent English; minimum B2/C1 German.

Responsibilities

• Serve as a technical consultant translating production concepts for non-technical stakeholders.
• Coordinate all event deliverables: videos, decks, music, audio, graphics, and live streams.
• Schedule tech checks, rehearsals, and client meetings for seamless execution.
• Provide on-site administrative support: purchasing, scheduling, and run-of-show creation.
• Manage quotes, billing, and tracking; oversee freelancer coordination and payments.
• Collaborate with Team Lead to ensure timely delivery of production elements.

Skills

Interpersonal skills

Communication

Fluent English

German language (B2/C1)

Education

Bachelor's degree or equivalent experience

Tools

Google Workspace

Microsoft Office

AV systems knowledge

Job description

Building a Brand Starts with a Story

FIRST is a leading global brand experience agency providing Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. For 30 years, we have utilized three flexible delivery models: Embedded teams, Corporate Campus operations, and a Full-Service Agency.

Managing over 37,000 events & projects annually across 110 countries, FIRST serves 130+ brands, specializing in Fortune 500 companies within the Financial Services, Technology, Healthcare, Media, and Professional Services sectors. FIRST is part of the broader Encore family of companies. Encore is a global leader in event production and technology.

Consistently recognized for excellence, recent honors include 2026 Chief Marketer Agency of the Year, the Ad Net Zero Award for sustainability, and more.

Learn more at www.firstagency.com

What You Would Get to Do

The Event Production Coordinator delivers exceptional administrative and technical support for event requests within client offices, serving as the main technical point of contact, supporting the event production team, and ensuring seamless execution from planning to delivery. This includes coordinating all event production deliverables, managing production finances, and providing essential on-site support to the team and clients. The goal is to elevate event quality and engagement while maintaining high client satisfaction through meticulous organization, proactive problem-solving, accurate data, and adherence to industry standards.

Along with other FIRST team members, the Event Production Coordinator will represent the FIRST Solutions brand on-site within a well-known tech company.

Your Contributions

• Serve as a technical consultant, translating complex production concepts and technical capabilities into practical solutions for non-technical stakeholders and clients. Advise on technical best practices and venue capabilities to maximize event impact and engagement, ensuring alignment with event management and client expectations.
• Coordinate all event deliverables for the Event Production team, including videos, decks, music, audio stingers, graphic elements, and live stream links, ensuring technical validation and distribution to the technical team.
• Schedule tech checks, rehearsals, and client meetings to ensure seamless technical execution and event readiness.
• Provide comprehensive on-site administrative support for the Production team, including purchasing, resource coordination, scheduling, and run-of-show creation; serve as the operational point of contact and manage financial components for assigned events, including quoting, billing, and tracking.
• Utilize internal event management systems, including scheduling tools and G Suite.
• Oversee internal event calendars, coordinating studio bookings, managing staff schedules, and assigning tasks.
• Generate, manage, and track all event production-related quotes and expenses.
• Manage comprehensive freelancer support for events, including sourcing quotes, processing payments efficiently, auditing, and scheduling meticulously to meet event requirements and team capacity.
• Partner with the Team Lead to ensure timely delivery of production elements to clients.
• Contribute to continuous operational improvement by developing and refining event production best practices, templates, and documentation.
• Provide internal and external stakeholders with documentation and expectations concerning relevant health, safety, and compliance regulations throughout event planning and on-site execution.
• Provide ad hoc project support and facilitate knowledge sharing among team members.

What We Are Looking For

• Bachelor's Degree or equivalent experience preferred.
• 3 - 5 years' experience in meeting planning, production, AV sales, or AV operations.
• Exceptional interpersonal and communication skills, with a proven ability to build rapport and maintain positive, professional relationships with clients, colleagues, vendors, and suppliers.
• Functional understanding of Audio Visual systems and processes.
• A strong client-centric approach, consistently delivering high-quality service and proactively anticipating and addressing client needs, including skilled conflict resolution and problem-solving.
• Highly empathetic and patient, adept at understanding diverse client requirements and navigating various personalities with grace and professionalism.
• Highly organized with excellent time management skills to handle multiple tasks simultaneously, meet strict deadlines, and maintain attention to detail.
• Knowledge of Google applications or Microsoft Office Suite is preferred.
• Creative problem solver, resourceful, ambitious, and a collaborative team player.
• Calm and flexible approach to handling the pressure and stress of ever-changing demands and situations.
• Must be fluent in English.
• Must have a minimum of B2/C1 German

At FIRST, we believe our teams' passion, creativity, and commitment drive our success