Production Coordinator

Choose901; Memphis (TN); On-site; USD 30,000 - 32,000; Full time

Benefits offered by this job

Benefits package

Job summary

Choose901's Production Coordinator oversees the coordination and execution of museum events and rentals, ensuring seamless experiences for guests and clients. This role manages event logistics, client communications, vendor coordination, and on-site execution.

Based in Memphis, the coordinator works with the Head of Event Production, Facilities, and external partners to deliver programs that reflect the museum's mission, maintain safety standards, and optimize operational flow.

Qualifications

• Minimum of 3 years of event planning experience, including work on both public/internal and private/rental events.
• Strong organizational skills with the ability to manage multiple projects and deadlines.
• Excellent interpersonal, communication, negotiation, and customer service skills.
• Demonstrated ability to remain calm, flexible, and resourceful in fast-paced event environments.
• Proficiency in Google Workspace and event planning tools; experience with CRM systems preferred.
• Experience working with vendors, clients, and cross-functional teams.

Responsibilities

• Plan, organize, and execute museum events, including internal programs and rental events.
• Coordinate logistics with departments such as Programs, Security, Facilities Services, and Development.
• Manage event timelines, BEOs, floor plans, budgets, and post-event reports.
• Oversee event setup and breakdown; serve as on-site lead during events.
• Support the Development team in executing fundraising events.
• Guide clients through planning, providing information on spaces, timelines, and requirements.
• Liaise with external vendors including caterers, rental suppliers, AV, event planners.
• Ensure compliance with museum event rules and safety standards.
• Serve as on-site resource for clients and vendors.
• Maintain documentation related to events, rentals, inventory, and vendor activity.
• Supervise event staff, bartenders, and contracted personnel.
• Collaborate with Guest Services, Facilities, Security, and Food & Beverage teams.
• Provide guidance to event support staff during setup, execution, and breakdown.

Skills

Event planning

Organization

Interpersonal skills

Communication

Customer service

Team collaboration

Tools

Google Workspace

CRM systems

Event planning tools

Job description

Job Title: Production Coordinator
Reports To: Senior Manager of Events

Schedule: Thursday - Monday, Flex

FLSA Status: Non-exempt

The Production Coordinator is responsible for overseeing the coordination and execution of both internal museum events and rental events to ensure high-quality, seamless experiences for all guests, clients, and visitors. As the primary producer of events for museum programs and rentals, this position manages event logistics, client communication, vendor coordination, and on-site execution.

As a key member of the Events team, the Production Coordinator works alongside the Head of Event Production, Facilities Services, external vendors, and rental clients to facilitate successful events that reflect the museum’s mission and operational standards.

Key Responsibilities

• Plan, organize, and execute museum events, including both internal programs and rental events, from concept through completion.
• Coordinate logistics with departments, including Programs, Security, Facilities Services and Development as needed.
• Manage detailed event timelines, Banquet Event Orders (BEOs), floor plans, budgets, and post-event reports.
• Oversee event setup and breakdown, and serve as the on-site lead during events.
  Support the Development team in executing fundraising events

Rental & Client Management

• Guide clients through the planning process, providing information regarding museum spaces, policies, timelines, and operational requirements.
• Thoroughly and efficiently communicate with clients and guests, ensuring a great experience for all. Customer service is a top priority for this position.
• Liaise with external vendors, including caterers, rental suppliers, entertainment providers, audiovisual professionals, event planners, and coordinators.
• Ensure all events comply with museum event rules, safety standards, and contractually obligated guidelines.
• Serve as an on-site resource for clients and vendors, communicating and enforcing museum policies before, during, and after events.

Operational Support & Inventory Management

• Maintain, procure, and manage inventory of museum event supplies, furniture, and alcohol, ensuring accurate records are kept and communicated to the Finance department as needed.
• Communicate day-to-day event operations, inventory needs, and logistical concerns to the Head of Event Production.
• Maintain accurate documentation related to events, rentals, inventory, and vendor activity.

Team & Event Support

• Supervise event staff, bartenders, and contracted personnel as needed to support successful event execution.
• Collaborate with Guest Services, Facilities, Security, and Food & Beverage teams to ensure all events are operationally supported.
• Provide guidance and direction to event support staff during event setup, execution, and breakdown.

Qualifications

• Minimum of 3 years of event planning experience, including work on both public/internal and private/rental events
• Strong organizational skills with the ability to manage multiple projects and competing priorities under tight deadlines.
• Excellent interpersonal, communication, negotiation, and customer service skills.
• Demonstrated ability to remain calm, flexible, and resourceful in fast-paced event environments.
• Proficiency in Google Workspace and event planning tools; experience with CRM systems preferred.
• Experience working with vendors, clients, and cross-functional teams.

Work Environment and Physical Requirements

• This role requires working on-site, including evening or weekend hours to support events and museum activities.
• Long shifts may be required, including shifts with many hours on your feet
• Must be able to lift heavy objects, up to 30 pounds

Compensation

$22 - $23.50/hour and benefits package

The Memphis Brooks Museum of Art/ Memphis Art Museum is an Equal Opportunity Employer and will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, sexual orientation, disability or veteran status.