Production Coordinator

Company Summary: 

LEO Events imagines, creates, and produces global corporate events, festivals, live experiences, logistics, destination management and anything that makes people – Follow the Roar – of applause, of the crowds and of the cheers. We execute hundreds of events annually all over the world; among others, we produce the KAABOO Del Mar music festival and events for brands like Walmart, ExxonMobil and Hilton Garden Inn. Our business mix is 90% B2B and 10% Public Events and B2C activations. Named to multiple Best Agency lists, including Event Marketer’s Top 100 It List, LEO is a tight-knit group of extraordinary individuals, and we’re constantly on the lookout for exceptional people to join our team. Our corporate office is in Memphis, Tennessee with additional offices in Nashville and Chattanooga, Tennessee.

LEO is an expanding company and seeks exceptional individuals for the long term, invests in their growth and development, and provides a unique & fun work environment. While this is an entry-level position, we work in a specialized industry that will expose the candidate to many areas of our business and provide for experience in a variety of skill sets.

The perfect candidate for this position is someone who can focus, think in terms of both the “big picture” and the myriad of details that must be completed to bring the big ideas to life. This person has a strong work ethic, can juggle multiple priorities and timelines, works well independently and is a music lover (we do own a music festival, after all).

Position Summary: 

The Production Coordinator (PC) will manage and execute successful events, meetings and incentive programs locally, nationally and some internationally. Working with LEO’s business development, production and creative teams, this position demands extensive customer service skills, professionalism and a willingness to handle all planning and administrative details of meetings and events. The ideal candidate must thrive in a challenging and fast passed atmosphere where prioritizing and multi-tasking are the norm. Exceptional attention to detail and organizational skills are mandatory. This position will report to the Director of Events. The PC will cross function throughout all LEO Event departments with a heavy focus in DMC Services including client site visits, proposal writing, turn-key program management as well as overall account management or operational support for local corporate accounts. In addition, this position, alongside other PC’s will co-manage a part-time team of 30+ individuals. Working in an office setting, the position will entail moderate travel. We offer a full benefits package and competitive salary. Position will be based in Memphis, TN.

Essential functions:

Essential functions are listed in order of importance. Responsibilities include, but are not limited to the following:

 

  • Produce talent proposals, edit talent bios, edit videos
  • Overall account management from start to finish
  • Manage client goals and objectives; work with client/committee to establish event objectives and operational needs
  • Attend committee meetings and conference calls as requested
  • Coordinate and lead client site visits as needed
  • Proposal Writing
  • Facilitate creative process and overall event conception
  • Coordination of all event logistical components and agenda with client/event committee
  • Coordinate all RFPs, negotiation and contracts for venue, F&B, décor, rentals, staging, AV, entertainment, transportation etc.
  • Account supplier and vendor coordination
  • Creation and management of master budget and timeline, including dates and checklists, deadlines and schedules • Financial Management of expenses related to event and budget
  • Schedule and manage event staff as needed (part-time LEO Employees)
  • Responsible for and management of all pre-cons, including client and venue
  • Responsible for event, from load-in to load-out, including client walk-through and onsite trouble shooting
  • Administer Final Invoice and Final Reconciliation
  • Developing venue, attraction, and vendor relationships
  • Managing CRM database based on accounts
  • Ensuring adequate client and vendor relations and development including timely recognition
  • Assisting accounting with financial reconciliation as requested
  • Operational support for DMC services upon request based on workload
  • Attending networking events and receptions as requested
  • Co-Manage LEO Events Memphis Operations as it relates to: Part-Time Team, uniforms, warehouse inventory, vendor due diligence
  • Other duties as assigned

Qualifications:

          • Education: College degree preferred
          • Experience:
          • Event professional with over 5+ years industry experience
          • Previous employment in non-profit, convention services, destination management, event management or production
          • Knowledgeable of market and industry trends, competitors, and leading customer strategies
          • Become active member of a local industry association Some travel will be required, for both company meetings and some client events

Competencies:

          • Up to date on current trends in the meetings industry
          • Innovative and resourceful; actively seeks opportunities to improve meetings and events
          • Experienced at negotiating and building partnerships with hotels and vendors
          • Exceptional client service skills and enjoys working with the public
          • Strong time management skills and ability to manage concurrent tasks efficiently
          • Superior attention to detail; first class organizational skills
          • Budget creation and management
          • High energy, positive, professional attitude, pride in work product
          • Technically savvy and advanced
          • Strong computer skills to include: MAC and PC, Microsoft Office, Dropbox
          • The PC is expected to be knowledgeable of the Memphis market and event industry trends, competitors, and leading customer strategies
          • Must be willing to travel as needed, estimated 10% Travel
          • Competitive spirit with passion for selling Memphis
          • Flexible and eager to grow with an emerging small business
          • Ability to work nights and weekends as needed
          • Ability to lift 50 lbs

Environmental Conditions and Physical Demands:

Employee required to spend a portion of time remaining in a seated position looking at a computer screen. Employee will be required to do some standing and walking. Employee will be in a well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.

Department: Business Development
Location: Memphis, TN
Reports to:  Director of Events
Supervises: None
FLSA Status: Exempt