AV Event Production Coordinator

Your Startup Operations LLC; United States; Remote; USD 42,000 - 65,000; Full time

Job summary

Your Startup Operations LLC in Dallas, TX seeks an experienced AV Event Production Coordinator to support a full-service AV and event production company. You will take ownership of events from sales to production and coordinate clients, crews, vendors, equipment, schedules, and technical requirements so productions run smoothly.

You will read event plans and production blueprints, identify missing information, and obtain it from clients, sales, and vendors.

Qualifications

• 3+ years in AV production or closely related field.
• Experience with audiovisual equipment and workflows.
• Ability to read event plans, floor plans, and blueprints.
• Excellent written and spoken English.
• Strong organization and follow-through.

Responsibilities

• Take ownership of confirmed events as they transition from sales into production.
• Review event information, technical requirements, plans, schedules, and equipment needs.
• Read and interpret event plans, floor plans and production blueprints.
• Identify missing information and obtain it from clients, sales, vendors, or teams.
• Coordinate and book AV technicians, crew, freelancers, and contractors.
• Ensure equipment is prepared, packed, and ready for each show.
• Maintain clear operational plans and timelines for upcoming productions.
• Coordinate event schedules, crew calls, pickups, vendors, and logistics.
• Communicate with clients about outstanding details and requirements.
• Flag risks or delays and manage multiple events concurrently.
• Manage contractor hour tracking and payment coordination.
• Document recurring workflows and help build SOPs.
• Complete post-event follow-up and close outstanding items.

Skills

AV production

Live events

Event coordination

Equipment knowledge

Read technical drawings

Client communication

Project management

Tools

Vectorworks

Stage Arrow

GoHighLevel

QuickBooks

Job description

About Your Startup Operations

Your Startup Operations is a boutique agency providing operational services to small businesses. We work primarily with small business owners in the United States and our vision is to give power to the people who own small businesses by delivering white glove service while maintaining flexibility, care and affordability.

Our SCORE Values

• Solution-focused: Think critically and propose solutions independently.
• Curiosity: Ask questions and actively seek understanding.
• Owership: Take full accountability and responsibility for your role.
• Resourcefulness: Use all available resources to solve challenges or answer questions.
• Excellence: Deliver high-quality work and exceptional results.

About the Position

We are looking for an experienced and highly organized AV Event Production Coordinator to support a well-established, full-service AV and event production company based in Dallas, Texas.

Once an event is sold, you will help take ownership of the operational details needed to get it show-ready. You will coordinate clients, AV crews, vendors, equipment, schedules, technical requirements, and outstanding information so the production team is prepared well before event day.

Who You Are

You have real experience working in AV, live events, or event production.

You understand common AV terminology, equipment, crews, and production workflows.

You can read and understand event plans, floor plans, technical drawings, or production blueprints.

You understand how technical requirements translate into equipment, labor, scheduling, and event logistics.

You are exceptionally organized and can manage multiple productions and deadlines simultaneously.

You think ahead and work backward from event dates rather than waiting for something to become urgent.

You are politely persistent and comfortable following up until you get the information or confirmation you need.

You communicate confidently with clients, technicians, vendors, warehouse teams, and production professionals.

You stay calm and resourceful when production plans change.

You take ownership and make progress without constant supervision.

You enjoy turning processes that live in someone's head into clear, repeatable systems.

You close loops and make sure nothing falls through the cracks.

Hint

On your first interview, mention which SCORE value you most align with at the end of the interview for huge bonus points.

Responsibilities

Take ownership of confirmed events as they transition from sales into production.

Review event information, technical requirements, plans, schedules, labor needs, equipment requirements, and outstanding decisions.

Read and interpret event plans, floor plans, technical drawings, or production blueprints to support event coordination.

Identify missing technical or operational information and proactively obtain it from clients, sales, vendors, or production teams.

Coordinate and book AV technicians, crew members, freelancers, and 1099 contractors.

Coordinate with warehouse and production teams to ensure required AV equipment is prepared, packed, and ready for each show.

Maintain clear operational plans, timelines, and checklists for upcoming productions.

Coordinate event schedules, crew calls, pickups, vendors, and other production logistics.

Communicate directly with clients regarding outstanding event details and requirements.

Maintain visibility across multiple upcoming events and proactively flag risks, delays, or missing information.

Manage event-related communication, follow-ups, documentation, and administrative tasks.

Support contractor hour tracking, payroll information, and payment coordination.

Document recurring workflows and help build clear SOPs and production processes.

Complete post-event follow-up and ensure outstanding items are closed.

Role Requirements

3+ years of professional experience in AV production, live event production, AV event operations, or a closely related field.

Professional experience working with audiovisual equipment and AV production workflows.

Ability to read and understand event plans, floor plans, technical drawings, or production blueprints.

Working knowledge of common AV equipment, terminology, and production requirements.

Experience coordinating AV technicians, production crews, freelancers, or event labor.

Experience coordinating equipment, vendors, schedules, and event logistics.

Ability to review event information and identify missing technical or operational details.

Excellent written and spoken English.

Exceptional organization, attention to detail, and follow-through.

Comfortable coordinating physical production remotely with an on‑site team.

Tech‑savvy and comfortable learning new production management systems.

Available Monday through Friday, approximately 9:00 AM to 6:00 PM Central Time, with flexibility around event schedules

Nice to Have

Experience with corporate AV events, conferences, trade shows, concerts, or other large-scale live productions.

Familiarity with Vectorworks or similar production design software.

Experience with Stage Arrow, Flex, or similar event production and inventory management systems.

Experience coordinating equipment pulls, prep, packing, load‑ins, and load‑outs.

Experience creating crew schedules, production timelines, run‑of‑show documents, or similar production documentation.

Experience with GoHighLevel, QuickBooks, or related business systems.

Experience developing SOPs, checklists, and production workflows.

Experience working with an owner‑led event production company.