Event Coordinator

DAVID MICHAEL PRODUCTIONS INC; Woodridge (IL); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

401(k)

Health insurance

Paid time off

401(k) matching

Dental insurance

Free food & snacks

Vision insurance

Job summary

DAVID MICHAEL PRODUCTIONS INC is seeking an Event Coordinator to support our Productions Manager and collaborate with Project Managers. The role requires a task-focused, detail-oriented individual who can handle administrative functions and coordinate programs from pre-production through reconciliation.

Ideal candidates are outgoing, energetic, and take initiative. Typical hours are Monday–Friday 9:00–5:00 with some weekend travel; in-person office setting; prior event planning, hospitality, or

Qualifications

• Bachelor's degree in a related field.
• 3-5 years of event planning, hospitality, or AV industry experience.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• ASANA experience is a plus.
• Outgoing, energetic personality with initiative.
• Strong organizational skills and attention to detail.
• Reliable with excellent time management.

Responsibilities

• Coordinate all program aspects from pre-production to reconciliation.
• Book crew travel, flights, hotel, and ground transportation.
• Register crew with meeting planners when required.
• Coordinate onsite equipment rentals and show logistics.
• Prepare per diem, deposits for equipment and labor.
• Create crew letters and travel/invoicing communications.
• Ensure insurance certificates and vendor documents when needed.
• Shred bin collection and ongoing documentation tasks.

Skills

MS Office

ASANA

Detail-oriented

Time management

Education

Bachelor's degree

Job description

Benefits

• 401(k)
• Health insurance
• Paid time off
• 401(k) matching
• Dental insurance
• Free food & snacks
• Vision insurance

Job Summary

The Event Coordinator position reports to our Productions Manager while working in tandem with another Event Coordinator. Working directly with the Company's Project Managers, this position requires a task-focused, detail-oriented individual that can support many administrative functions. The ideal candidate is outgoing, energetic, and willing to take initiative.

Responsibilities

• Coordinate all aspects of programs – from pre‑production to reconciliation.
• Book or select crew flights (in‑house, travel agency, meeting planners).
• Complete crew registrations through meeting planners (if required).
• Secure hotel reservations.
• Secure ground transportation, shuttles and car rentals.
• Pre‑production billing, including per diem, deposits for equipment, labor, scenic.
• Coordinate onsite equipment rentals – aerial lifts, forklifts, carts, copiers, printers, etc.
• Create and send crew letters, communication regarding dress code, call times, invoicing and travel information.
• Hotel requirements – complete outside vendor agreements, secure certificates of insurance and flame retardant certificates (if needed).
• Secure and coordinate overnight security (when needed).
• Coordinate and track shipping to and from the venue (from office and from vendor).
• Prepare and submit customs paperwork and work Visa applications.
• Create show books and files for PMs (as needed).
• Yearly update for insurance certificates for vendors, clients, venues and production partners.
• Shred bin collection.

Qualifications

• Bachelor's degree
• 3 - 5 years of event planning, hospitality, or AV industry experience
• Moderate to high proficiency in Microsoft Office (Word, Excel, and Outlook)
• Experience with ASANA a plus
• Outgoing, energetic personality
• Ability to take the initiative on projects
• Good organization skills and an eye for detail
• Reliable with excellent time management

Typical working hours are Monday-Friday 9:00-5:00 with occasional Saturday and Sunday requirements. Travel is limited to 0-15% of the time based on business requirements. This position is not remote and requires in-person office setting.

It should be noted, this position does not involve any meeting and/or event planning. The position supports Project Managers who are working with a meeting planning company or a client directly.