AV Equipment Coordinator

AVFX; Wheat Ridge (CO); On-site; USD 40,000 - 70,000; Full time

Job summary

AVFX seeks an Equipment Coordinator to join the Operations Team, overseeing the equipment inventory across venues and coordinating with QC, Purchasing, and vendors. You will update inventory software, track locations, and manage repairs and substitutions under deadlines.

You will collaborate with Technical Directors, Labor, and Logistics to negotiate show budgets, process purchase orders, arrange shipping, and ensure accurate cost reporting and cross-office transfers.

Qualifications

• 2–5 years of experience in live event production or AV operations.
• Working knowledge of professional AV equipment (video, audio, lighting).
• Experience with inventory management systems such as IntelliEvent Lightning.
• Familiarity with shipping and logistics coordination across multiple venues.
• Strong organizational skills and high attention to detail.

Responsibilities

• Monitor inventory software for equipment status and conflicts.
• Coordinate substitutions with department heads and Technical Directors.
• Manage cross-office transfers and rentals, and maintain vendor relations.
• Prepare purchase orders for rentals and track costs in job sheets.
• Coordinate shipping paperwork and trucking logistics for local and national shows.

Skills

Live event production

AV operations knowledge

Inventory management

Shipping & logistics coordination

Cross-functional collaboration

Attention to detail

Tools

IntelliEvent Lightning

Inventory/PO software

Job description

The Equipment Coordinator is part of the Operations Team, overseeing all facets of the equipment inventory, including new equipment, managing conflicts, helping with rentals, and working with QC department to accurately account for damaged equipment in inventory.

The Equipment Coordinator is responsible for updating the inventory software with the changing status of our inventory and must know the current location of our equipment at all times. This position reports to the National Resource Director.

Primary responsibilities include but are not limited to:

• Monitor our inventory software for equipment conflicts via Lightning.
• Work with department heads and Technical Directors to make substitutions with other pieces of AVFX owned equipment as needed.
• Work with other Equipment Coordinators for cross office transfer needs.
• Rent equipment when appropriate.
• Manage Equipment Cross Rentals
• Maintain relationships with equipment vendors.

Work with Technical Directors to:

• ensure gear rentals fit within show budget (this requires frequent price negotiations with vendors), and;
• provide rental cost estimates information to producers on a deadline, ensuring proposals are delivered to clients promptly.
• Write Purchase Orders for all rentals.

New Equipment

• Work with Inventory Control Specialist to
• Add new equipment to inventory.
• Assign Barcode Number.
• Adhere to established naming conformities within the equipment inventory system.
• Manage gear repair process:
• Work with QC Technician to ensure needed gear in QC has been tested or repaired
• Manage “Repair” and “Missing” fields in the inventory system
• NOTE: this position is not responsible for fixing gear.
• Maintain shipping log.
• Enter costs of shipments into job sheets, when applicable.
• Work with warehouse staff to carefully package and ship equipment.

Complete all shipping paperwork:

• Confirm that our on-site technicians have all the required information needed to complete Bill of lading form(s); shipments can often arrive from one destination to a venue but leave the venue to several out bound locations.

Coordinate Trucking:

• Work with Labor Coordinator, and Logistics Coordinator to coordinate full and partial truck shipments to and from venues; shipments can be long distant or local.
• Some shipments will be contracted directly by AVFX, some will be contracted by the client.
• Communicate in-coming and out-going shipping information to onsite technicians.
• Coordinate with drivers on regional transportation logistics

Experience & Qualifications

• 2–5 years of experience in live event production, audiovisual (AV) operations, warehouse logistics, or equipment coordination (experience with a live production company strongly preferred).
• Working knowledge of professional AV equipment, including video, audio, lighting.
• Experience with inventory management systems (e.g., IntelliEvent Lightning, or similar) .
• Familiarity with equipment lifecycle processes, including tracking, maintenance coordination, and repair workflows.
• Familiarity with shipping and logistics coordination, including carriers such as FedEx, UPS, freight companies, and trucking logistics for both local and national shows.
• Strong understanding of multi-location inventory tracking and the ability to manage equipment availability across simultaneous projects.
• Ability to troubleshoot equipment conflicts and provide viable substitutions under tight deadlines.
• Excellent organizational skills with high attention to detail and accuracy in tracking equipment status, costs, and documentation.
• Ability to work cross-functionally with Technical Directors, Account Managers, warehouse staff, and external vendors.