Production Coordinator

Rafanelli Events, Inc.; New York, Boston (NY, MA); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Rafanelli Events, Inc. is seeking a Production Coordinator to support pre-production, setup and breakdown for assigned events. You will work with the Production Manager, Event Producer and Design Team to maintain project documents, schedules and supplier coordination.

The role requires strong organizational and communication skills, ability to manage multiple priorities under deadlines, and willingness to travel to event locations, including destinations outside the primary markets.

Qualifications

• A minimum of one year of experience in event production or similar field.
• Strong organization, communication and time management skills.
• Confidence, poise, tact and diplomacy to communicate with clients.
• Ability to work under pressure deadlines and prioritize multiple projects.
• Self-motivated and results oriented.
• Strong attention to detail.

Responsibilities

• Assist with creating and updating production documents including notes, floor plans and schedules.
• Assist with design presentations including PowerPoint presentations and décor purchases.
• Source venues, décor, linens, entertainment and related items and obtain pricing.
• Place orders with vendors for rentals, linens and décor.
• Submit documents to City departments to ensure compliance with regulations.
• Manage onsite setup, build and breakdown of events and oversee venue staff.

Skills

Organization

Communication

Time management

Interpersonal skills

MS Office proficiency

Travel readiness

Dropbox

Google Docs

Tools

Microsoft Word

Microsoft Excel

Outlook

PowerPoint

Job description

The Production Coordinator assists with all pre-production and set up and breakdown of assigned events under the supervision of and in partnership with the Production Manager, Event Producer and Design Team.

Responsibilities

• Assists with creating and updating all production-related documents including meeting notes, design notes, site visit notes, floor plans, production schedule, call list, transportation schedule, inventory requests, staffing plan and schedule and all other printed materials used in production.
• Assists with all facets of design presentations including the creating PowerPoint Presentations, rental orders, décor purchases, and set-up and break-down.
• Assists with sourcing venues, décor, linens, entertainment, stationery, welcome bags, etc. and obtains pricing and availability for all items.
• Assists with placing orders with vendors and companies for all rentals, linens, and specialty décor.
• Assists with submitting appropriate documents to City departments to ensure compliance with applicable regulations and laws.
• Assists with managing onsite set up, build, and break down of events; oversees all aspects of the venue, on-site vendors, and production staff.
• Assists with administrative tasks pertaining to assigned events: schedules and attends design meetings, vendor meetings, site visits, submits all debits, purchase orders, and check requests in a timely manner.
• Assists with training and supervision of interns and production assistants required for events.
• Provides sporadic back up assistance for Executive Assistant.
• All other duties as assigned.

Requirements

• A minimum of one year of experience in event production or similar field.
• Strong organization, communication and time management skills.
• Confidence, poise, tact and diplomacy to communicate with clients.
• Ability to work under pressure deadlines and prioritize multiple projects.
• Self-motivated and results oriented.
• Strong attention to detail.
• Possesses high work motivation, commitment, follow through, initiative and achievement.
• Overtime, nights and weekends required.
• Ability to travel (approximately 25%; and up to 75% for Destination Concentration).
• Ability to lift objects up to 25 lbs Proficiency working with Microsoft Office products (specifically Word, Excel, Outlook and PowerPoint), Dropbox and Google Docs.
• Overtime, nights and weekends required.
• Works under the direction and supervision of an Production Manager or Event Producer.

Location & Travel Requirements

This is a remote-based position for day-to-day responsibilities; however, candidates must reside within reasonable commuting distance of New York City or Boston to attend in-person team meetings, client meetings, and events as needed. Travel to event locations, including destinations outside these markets, is required as part of the role.

Rafanelli Events is an Equal Opportunity and Affi… All qualified applicants, including minorities, women, protected veterans, and individuals with disabilities are encouraged to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and/or expression, disability status, veteran status, national origin or any other characteristic protected by law.