Scheduling Coordinator and Administrative Assistant

Job Description

Job Description

Position Summary

Mercury Sound & Lighting is seeking a highly organized and dependable Scheduling Coordinator & Administrative Assistant to support our Live Events division.

This position will work directly with the Director of Live Events, initially focusing on employee and freelance scheduling, administrative support, expense organization, and departmental follow-up. As the successful candidate becomes familiar with our team and processes, the role will expand to include purchasing, procurement, freelance invoice review, and additional operational responsibilities.

The ideal candidate is an effective communicator who enjoys keeping information organized, following tasks through to completion, and helping a fast-paced team stay ahead of changing priorities. Experience in live events or audiovisual production is helpful but not required.

Primary Responsibilities

Scheduling and Labor Coordination

• Maintain schedules for full-time employees and freelance event personnel.
• Track tentative, held, and confirmed event assignments.
• Contact freelancers to confirm availability and job assignments.
• Distribute and confirm call times, locations, positions, and relevant event information.
• Update scheduling information in Excel, Flex Rental Solutions, and shared company documents.
• Communicate schedule changes to project managers, technicians, freelancers, and other affected departments.
• Identify potential staffing conflicts, coverage gaps, and scheduling concerns.
• Maintain accurate freelance contact, availability, position, and rate information.
• Follow up on outstanding crew confirmations and scheduling requests.

Administrative Support

• Provide direct administrative support to the Director of Live Events.
• Maintain task lists, reminders, records, and departmental documents.
• Assist with routine correspondence and internal follow-up.
• Prepare spreadsheets, reports, meeting notes, and other documents as requested.
• Collect information from project managers, employees, freelancers, vendors, and other departments.
• Help ensure deadlines, approvals, and outstanding action items are completed.
• Maintain organized electronic records and filing systems.
• Handle employee, financial, and company information with appropriate confidentiality.
• Complete routine administrative tasks so department leadership can remain focused on event execution, management, client relationships, and sales.
• Approve and revise timecards for hourly employees.

Expense and Spending Administration

• Collect, organize, and track receipts and purchasing documentation.
• Prepare and submit expense reports for the Director of Live Events.
• Assign expenses to the appropriate event, department, purchase order, or account.
• Assist with credit-card reconciliation and documentation.
• Maintain accurate records of departmental and event-related spending.
• Identify missing receipts, incomplete information, duplicate charges, or other discrepancies.
• Prepare basic spending summaries and reports as requested.

Purchasing and Procurement

As familiarity with the department and its processes increases, responsibilities will expand to include:

• Create, issue, and track purchase orders.
• Request pricing and availability from vendors.
• Assist with equipment purchases, supplies, rentals, and subrentals.
• Track order confirmations, shipping, deliveries, backorders, and returns.
• Match purchases and vendor invoices to the correct event and purchase order.
• Maintain organized purchasing and vendor records.
• Follow up with vendors regarding outstanding quotes, orders, and delivery information.
• Communicate purchasing updates to project managers and department leadership.
• Flag pricing discrepancies, delivery concerns, and potential budget issues.

Freelance Invoice Review

• Receive and organize freelance labor invoices.
• Verify event dates, job assignments, labor positions, approved rates, hours, overtime, travel, and authorized expenses.
• Compare invoices with crew schedules, purchase orders, and available event information.
• Confirm that charges are assigned to the correct event.
• Identify missing information, billing errors, duplicate charges, and other discrepancies.
• Coordinate with freelancers and project managers to resolve invoice questions.
• Submit complete and verified invoices to accounting for approval and processing.
• Track missing, corrected, and outstanding invoices.

Required Qualifications

• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Clear and professional written and verbal communication.
• Proficiency with Microsoft Excel and basic office software.
• General computer proficiency and the ability to learn new systems.
• Ability to manage multiple assignments and changing priorities.
• Strong follow-up skills and a willingness to communicate proactively.
• Comfortable working with schedules, invoices, receipts, purchase orders, and basic financial information.
• Ability to work independently while collaborating with multiple departments.
• Dependable, professional, and discreet.
• Good judgment and problem-solving ability.

Preferred Qualifications

• Previous scheduling, administrative, purchasing, bookkeeping, or operations experience.
• Experience reviewing invoices or preparing expense reports.
• Familiarity with purchase orders and procurement processes.
• Experience with Flex Rental Solutions or similar inventory, scheduling, or rental-management software.
• Experience in live events, audiovisual production, entertainment, equipment rental, logistics, or a related industry.

Position Development

This position will initially emphasize scheduling coordination and administrative support. Purchasing, procurement, invoice review, expense tracking, and broader operational responsibilities will be introduced as the employee gains experience and demonstrates proficiency with company systems and procedures.

The position offers an opportunity to develop into a broader Live Events Operations Coordinator role.

Work Environment

The Live Events industry is fast-paced, and event schedules can change quickly. The successful candidate must be comfortable adjusting priorities, communicating time-sensitive updates, and maintaining accurate information while several events are being planned or executed simultaneously.

This is a full-time position based in Wixom, Michigan.

 

\nCompany Description

We are looking for a new team member that believes in our vision and core values of compassion, integrity, professionalism, passion, reliability, and confidence. If this sounds like you, we would love to hear from you!

Company Description

We are looking for a new team member that believes in our vision and core values of compassion, integrity, professionalism, passion, reliability, and confidence. If this sounds like you, we would love to hear from you!