Production Coordinator

Job Description

Job Description

The Event Staging Production Coordinator is responsible for supporting production operations, sales administration, accounting, reporting, and document management/compliance within the Event Staging Division. The incumbent will report to the VP of Operations. The role emphasizes accuracy, efficiency, and productivity. Key accountabilities include processing documentation, monitoring invoices and purchasing activity driven by Corporate Services, coordinating with appropriate departmental stakeholders, and ensuring compliance with IMS business and financial policies and procedures.

Position Accountabilities and Expectations:

• Request, procure, and process documentation from external vendors and partners, including certificates of insurance and ICA management.
• Work with the ES Operations Team to manage internal processing of Rental and Labor Purchase Orders (POs).
• Assist with processing vendor invoicing and resolving billing/invoicing issues to ensure compliance with financial policies and procedures, as requested.
• Interact with all members of the event staging team to ensure adherence to all processes and procedures that impact an event, financial activity, detailed reporting/documentation, or system input and accuracy.
• Implement changes or additions requested by the Operations team and communicate these to internal departments.
• Co-manage and maintain exhibit orders, including order setup, processing, trouble shooting and reporting.
• Review and act on IMS Event Reports as requested and communicate updates.
• Participate in related departmental initiatives as assigned.

What you will bring:

• High school diploma or GED required; Associate’s degree in accounting, business administration/services, project management or a related field, or equivalent work experience.
• Minimum of 2-3 experience in positions involving extreme attention to detail, coordinating and driving communication and results inter-departmentally, and effectively troubleshooting activities or outcomes that need immediate attention.
• Strong Proficiency in MS Office Suite (Word, Excel, Outlook).
• Experience with accounting/purchasing practices and software-driven MRP and CRM systems; knowledge of Intelevent.com is a plus.
• Excellent verbal and written communication skills to collaborate effectively with clients, vendors, and cross functional teams.
• Strong organizational, prioritization, and planning skills.
• Ability to manage multiple priorities and timelines independently.
• Exceptional attention to detail with a proactive approach to anticipating and resolving event-related issues.
• Effective team player with initiative. Committed to task efficiency and high-quality outcomes.