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April

Production Coordinator

FIRST - Sydney, NSW

Marketing
Source: uWorkin

JOB DESCRIPTION

ABOUT OUR COMPANY

FIRST is a leading global brand experience agency providing Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. Operating as a full-service agency partner or through embedding specialist talent into client teams, FIRST brings brands and people together through creative, connected experiences. Spanning 11 countries and with more than 400 team members, FIRST works with clients across industries including financial services, technology, media, consumer electronics, medical and healthcare, automotive, aerospace and the non-profit sector. Event Marketer Magazine listed FIRST among their “Top 100 Event Agencies” for 2020, as well as one of 2020’s “Best Places to Work in Events.” Crain’s New York Business also recognized FIRST as one of the Top 100 “Best Places to work in NYC” for 2020, and The London Stock Exchange Group listed FIRST as one of “1000 Companies to Inspire Britain” in 2020.

For more information please visit: www.firstagency.com.


JOB DESCRIPTION

The Production Coordinator will consistently deliver exceptional service and administrative support as it relates to event-ticketing requests for meeting spaces within our client’s offices. Along with other FIRST team members, the Production Coordinator will represent the FIRST brand on-site within a well-known tech company. This role is ideal for someone early in their career seeking to expand their professional knowledge and gain exposure to the technical side of events.


RESPONSIBILITIES:

  • Provide high-level administrative support for the FIRST team on-site
  • Respond promptly to ticketing requests from various business units (Security, Catering, Facilities, etc.):
  • Date/location of the requested events
  • Resources/materials that are needed
  • Purpose of the event
  • Manage and update calendars with each requested event
  • Work with the Team Lead to plan project operations, establish priorities and deliver elements to the client in timely manner
  • Prioritize, manage and deliver responsibilities as assigned by Team Lead which may include, but are not limited to:
  • Determine the business need for freelancers
  • Book freelancers on an as-needed basis
  • Gauge the type/number of freelancers and what equipment is needed for each event (i.e.: if a multi-cam is needed, number of microphones to reserve, etc.)
  • Produce quotes based on client event needs and assist in tracking payment status prior to event
  • Capture all event expenses to ensure accurate and timely billing of client and payment to vendors 
  • Work with outside vendors to coordinate equipment rentals and delivery
  • Create and maintain project documentation
  • Assist with budgeting and reconciling all event related expenses
  • Coordinate on-site event staff
  • Review event related orders and schedules for accuracy
  • Coordinate internal and external meetings
  • Assist in developing event design elements
  • Collate materials and ship event boxes
  • Database management to ensure consistency of information, accurate data, input new information when required and generate lists upon request
  • Perform general clerical functions (e.g. scheduling, copying, faxing, data entry, filing, etc.)
  • Cultivate and maintain relationships with colleagues, clients and suppliers 
  • Work with the team to ensure adherence to client and agency standards
  • Be proactive with ideas and creative solutions
  • Provide support for other team members as required, including on-site support
  • Attend industry events as necessary
  • Keep up to date on the industry through websites and periodicals


QUALIFICATIONS:

  • Bachelor’s Degree required
  • Experience in entry level meeting planning or stage management
  • Ability to establish relationships and maintain a positive rapport with colleagues, clients, vendors and suppliers
  • Strong oral and written communication skills
  • Highly organized with excellent time management skills to handle multiple tasks simultaneously, meet strict deadlines, and maintain attention to detail
  • Knowledge of Google applications or Microsoft Office Suite is preferred but not required
  • Creative problem solver, resourceful, and a team player
  • Calm and flexible approach to handling the pressure and stress of ever-changing demands
  • Ambitious, proactive and flexible when dealing with ever-changing situations
  • Demonstrated ability to collaborate with colleagues at all levels
  • Knowledge of and relationships with local vendors and suppliers is an asset 


ADMINISTRATION & GENERAL:

  • Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings 
  • Work intelligently and ensure that team management is aware of problems or issues which negatively affect productivity 
  • Accurate adherence to company’s time tracking policies and systems
  • Work on ad hoc requests as required