BlackOak Production Coordinator

Position Overview | The Big Picture

The Production Coordinator supports the BlackOak production team in their day-to-day needs. The Production Coordinator works closely with the Staffing Manager, Shop Manager, Asset Coordinator, Project Coordinators, and other internal departments to support the execution of all events. Production Coordinator reports to the Production Team Manager and receives direction from the Staffing Manager, the Project Department Manager, Asset Coordinator, and Shop Manager.

Mission Values Commitments

Each employee works together to strive to create the best design company by improving communication, showing genuine care for each other and the company, focusing on delivering quality, and demonstrating professionalism through personal excellence, with a shared passion, dedication, and commitment to providing exceptional value to our clients.

Essential Duties | What You’ll Do - The Fun Stuff

• Assists with the production of all projects to deliver beyond client expectations based on specifications from Production and Project Teams. 

• Assists Staffing Manager in building event schedules and reaching out to freelancers or agencies.
• Assists Staffing Manager with confirming event scope details and timing with other departments.
• Maintains up to date information in staffing platform, tracking event details, shift details, and staff specific details.
• Coordinates with Kehoe Designs logistics team and confirms logistics schedule alongside BlackOak schedule. Kicks crews off at loading docks and facilitates logistics support. 
• Works with Staffing Manager to answer staffing hotline (including after hours), dispatching questions appropriately, and escalating issues as needed for events.

• Assists with incoming applications and communication with candidates.
• Coordinates, phone screens, and provides candidate information packet to Production Staffing Manager for hiring recommendations.
• Facilitates the onboarding process for seasonal, part-time, and freelance crew members.
• Canvases current freelance staff to gather references for possible new hires.
• Leads and assesses crew members to offer coaching/guidance on site. 
• Assets Support 
  • Collaborates on building and distributing equipment flip schedule each week. May assist with actual equipment flips.
  • May purchase materials, coordinate subrentals, and other logistics related tasks as requested. 
  • Supports finding and recovering missing items and assist in receiving new inventory.
  • Assists inventory management in updating information and details of production inventory.
• Other Duties
  • Assists the Project Team with pull sheets, customs projects, samples, and elsewhere as needed.
  • Supports the Shop with prepping and returning equipment for on-site event usage. 
  • Assists with subrental receiving, processing, and logistics.
  • Works alongside on-site teams for set-ups, show runs, and strikes as needed.

• Tracks and enters time and assigns hours and tasks to appropriate events and jobs in the time and attendance system. 
• Assists with printing and organizing show binder materials for the project team. 
• Ability to drive company vehicles occasionally to vendors and event sites.
• May perform other duties as required.

Qualifications | What You Need to Bring

• 2-4 years of experience in event production or a corporate office environment.

• Knowledge of Microsoft Office Suite.
• Previous work with scheduling software is a plus. 
• Excellent communication and organizational skills.
• Able to troubleshoot and problem solve in a quick, resourceful manner. 
• Takes initiative – welcomes the challenge to work in many roles.
• Must be able to handle all types of people in a productive and positive way.
• Strong customer service orientation; able to maintain a professional demeanor with clients.
• Presents themselves professionally and in keeping with the company image.
• Understands the basics of technical elements including Lighting, Audio, Video, and Staging.
• Good knowledge and ability to use tools and equipment that may include hammer, screwdriver, hand drill, tape measure, dollies, lifts, and 8 foot and 12 foot ladders.
• Ability to work flexible schedules according to production needs to include evenings and weekends. 
• Standard schedule for this position is Tuesday through Saturday and will vary week to week depending on event needs.

Physical and Work Environment Requirements | What it is like in the Office and Shop