Account Coordinator

Job Description

Job Description

WHO WE ARE: Wizard Studios is a national company whose unique and award-winning special event visioning, design, and implementation abilities are sought after by Fortune 500 companies, Non-Profits, Marketing, Advertising & PR Agencies, Political Campaigns, and Venues.

We take simple but elegant ideas and complex concepts and manifest them into highly crafted yet scalable public and private events. Our firm maintains a lifelong belief in the power of special events as the most effective means to engage, inspire, and inform people who come together and experience our productions. 

CHIEF OBJECTIVES OF THIS POSITION

Quickly respond to customer requests and always try to say yes. Help in every way possible to turn opportunities into sales.
You will provide efficient day-to-day administrative and communication support by creating agendas for and documenting client calls, managing deadlines, and coordinating the delivery of sales materials and proposals. Updating our presentations, editing sales reports, and monitoring client inquiries will also be essential parts of this job. You will work closely with our Director of Sales and Executive Producers while also working cross-departmentally with Technical Production, Creative Services, Operations, and Information Services. 

Customer Service: You will naturally provide exemplary customer service, resulting in more significant sales.

• Greet customers promptly, courteously, and in a friendly manner while thanking them for their business!

• Maintain a positive attitude that promotes teamwork and a favorable corporate image.

• Respond to after-hours calls, emails & texts from customers & colleagues as needed.

• Work with clients and teammates to quickly resolve problems

• Actively work to prevent client or vendor complaints and report them to your supervisor if they do occur.

• Actively work to increase personal skills and knowledge.

• Increase the Company’s customer base by providing quality service and exceeding our clients’ expectations.

• Send weekly client-satisfaction surveys

 

Communication: Proactively collaborate across teams and with clients

• Manage client-intake calls & meetings. This may include:

• Inform the Directors of Production of the inquiry and note the desired Project Manager(s) assigned

• Schedule intake call (determine availability, hold and secure time slot, send calendar invite).

• Gather/capture the initial scope of work

• Gather/capture initial logistics

• Support and assist flow between teammates and Clients. This support may include, but not be limited to:

• Request information from the client needed to build quotes properly and thoroughly.

• Ensure Project Manager(s) have client requests for deliverables, including thorough narratives that paint a picture.

• Inform Directors of Production of any potential need for additional support.

• Send a recap of all client calls with detailed notes to the Clients and CC all relevant parties.

• Provide clear “next steps” throughout the process to the Client and Project Manager(s) or Subcontracted vendors. This includes assisting with:

• Identifying action items and objectives

• Identifying responsible parties

• Determining deadlines and making sure all parties adhere to them.

• Determining deadlines and making sure all parties adhere to them.

• Provide updates to clients as described by the Project Manager(s).

• Compile updates/communication from Technical Production and Creative Services and deliver to clients.

• Share quotes or other documentation with Clients for their signature

• Ensure Client compliance with deadlines.

• Balance the prevention of “scope creep” with over-promising clients.

• Alert your supervisor to any concerns regarding capacity or quality.

• Support and assist the flow between teammates and subcontractors

Organization: Streamline administrative tasks. This may include:

• Set up appointments with prospects, clients, and potential vendors or venues.

• Manage Google Shared Drive. This may include:

  • Creating a Show Folder

  • Ensuring information is entered into the Templates accurately

  • Uploading all client-provided documentation throughout the project

• Mastery of Flex Rental Solutions. This may include

• Creating an Event Folder with pre-started headers

• Start Quote header with accurate client and event information.

• Set up Quotes with required builders, estimated subtotal headers, and or broken-out sections, and an estimated retail value (per the account manager)

• Confirm the P&L costs match Flex quotes (costs, retail price, and narratives)

• Ensure all company and contact(s) information is entered fully and correctly

• Upload contractual documentation (including signed contracts/quotes, insurance certificates, and NDAs)

• Confirm Quotes, Event Folders, and Generate Invoice

• Inform the Project Manager of timing changes, and then update timing in headers and the event timeline builder

• Confirm logistics. This may include:

• Set up & possibly attend site visits/walkthroughs

• Confirming location

• Assist with confirmation of entry points and key parameters

• COI requirements

• Confirm what items are being kept/disposed of

• Onsite Contact Info

• Set up start & end times

• Strike start & end times

• Meeting Facilitation

  • Maintain multiple calendars and dashboards

• Schedule and lead weekly Sales meeting

• Organize materials for internal presentations (prepare for meetings)

• Attend weekly internal meetings between departments

• Schedule meetings between Project Manager(s) and clients, and lead meetings if requested

• Assist with the preparation or creation of external presentations

• Contribute to the coordinator meetings

Marketing: Work with the marketing team on a variety of initiatives, including - 

• Updating marketing materials

• Collecting and enhancing photos for social media

• Ensure all photos are uploaded to the appropriate Google shared drive folders.

• Alert the Director of Sales and key shareholders to upcoming marketing opportunities. 

• External communications

• Work with the Marketing/Social Media Manager as requested

 

QUALIFICATIONS:

• Required 1-3 years of experience in events, an agency setting, and/or hospitality industries.

• Excellent oral and written communication skills: Must be able to read complex and detailed notes and be able to translate to a client-facing summary of communication

• Professional interpersonal skills

• Must be punctual, have great attendance, and be highly attuned to strict deadlines

• Detail-oriented with the ability to adopt and embrace existing systems of organizations

• Flexible: Ability to adapt quickly to changes in priorities

• Desire to learn, develop, grow skill sets, and advance within the company

• Ability to travel when required

• Ideally, a working knowledge of:

  • Google Suite
  • Copper or other CRM software
  • Flex Rental Solutions 
  • Asana or other project management software

• Read and follow directions, plans, blueprints, and sketches. a plus

We Offer:

• Competitive base salary
• Medical, Dental, and Vision Insurance
• Supplemental Medical Reimbursement Plans
• Paid Time Off & Paid Holidays
• 401k Plan 
• Free Retirement Planning Consulting
• Short-term & Long-term Disability Income Protection Benefits
• Life Insurance for Teammates and Family
• Employee Assistance Program
• Perks Discount Programs

We have designed & built our culture around a set of core values. We look for candidates who embody those values and will help bring them to life through their work. As part of the interview process, we share those values with candidates and actively search for people who will thrive in our environment. 

OUR PURPOSE: We exist to produce events and create experiences that leave an enduring impression on you and your audience.

OUR MISSION: We create authentic events that bring people together, producing moments that matter, leaving a lasting impression.

OUR BRAND PROMISE: Exceeding clients’ expectations to ensure you hire us again! 

 

CORE VALUES: 

SERVICE MINDSET - We show up with humility, empathy, and accountability, putting clients, teammates, and vendors first in everything we do.

TEAMWORK - We maximize our collective impact by communicating openly, solving problems collaboratively, and supporting one another, because our best work is done as a team.

ACT! With urgency and intention, we move quickly, think ahead, and respond with care. Timeliness, preparation, and momentum are how we exceed expectations.

GRIT- With passion and perseverance, we push through challenges, stay resilient under pressure, and deliver when it matters most.

EXCELLENCE - We anticipate expectations, craft unique solutions, and strive to consistently over-deliver on our promises.

 

Wizard Studios is an equal-opportunity employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.

Please visit for more information.

***NO RECRUITERS***

At Wizard Studios, we foster a respectful, team-oriented culture rooted in craftsmanship and purpose.to create events and experiences that leave an enduring impression.

We manifest big ideas and complex concepts into highly crafted public and private events.