Event Support Coordinator

Job Description

Job Description

*This is a Tuesday–Saturday position.Position Overview | The Big PictureThe Event Support Coordinator supports the BlackOak production team in their day-to-day needs. The Event Support Coordinator works closely with the Labor Manager, Shop Manager, Asset Coordinator, Project Coordinators, and other internal departments to support the execution of all events. The Event Support Coordinator reports to the Production Team Manager and receives direction from the Labor Manager, the Project Department Manager, Asset Coordinator, and Shop Manager.

Our Mission Values | Our Commitments

Each employee works together to strive to create the best design company by improving communication, showing genuine care for each other and the company, focusing on delivering quality, and demonstrating professionalism through personal excellence, with a shared passion, dedication, and commitment to providing exceptional value to our clients.

Essential Duties | What You’ll Do - The Fun Stuff

• Assists with the production of all projects to deliver beyond client expectations based on specifications from Production and Project Teams.
• Works on-site for set-ups, show runs, and strikes as needed to support events and event related projects.
• Production Staffing Support
  • Assists Labor Manager in building event schedules and reaching out to freelancers or agencies.
  • Assists Labor Manager with confirming event scope and timings.
  • Updates information in scheduling platform reflecting event, shift, and staffing details.
  • Coordinates with Kehoe Designs logistics team and confirms logistics schedule alongside BlackOak schedule.
  • Greets crews at loading docks and facilitates logistics support.
  • Works with Staffing Team to monitor staffing hotline (including after hours), and addresses time sensitive issues, escalating to other team members when necessary.

• Freelancer Recruitment Support

• Assists with incoming applications and communication with candidates.
• Coordinates, phone screens, and submits candidate information to Production Staffing Manager for hiring recommendations.
• Facilitates the onboarding process for seasonal, part-time, and freelance crew members.
• Canvases current freelance staff to gather references for possible new hires.
• Leads and assesses crew members to offer coaching/guidance on site.
• Other Duties
  • Assists the Project Team with pull sheets, customs projects, samples, and elsewhere as needed.
  • Supports the Shop with prepping and returning equipment for on-site event usage.
  • Assists with subrental receiving, processing, and logistics.

• Assists on internal projects such as safety initiatives, marketing projects, or work adjustments.

• Assists with printing and organizing show binder materials for the project team.
• Ability to drive company vehicles occasionally to vendors and event sites.
• May perform other duties as required.

Qualifications | What You Need to Bring

• 2-4 years of experience in event production or a corporate office environment.
• Bachelor’s Degree (or equivalent background) in theater production, audio or video engineering, or live event production is a plus.
• Knowledge in Microsoft Office Suite.
• Previous work with scheduling software is a plus.
• Excellent communication and organizational skills.
• Able to troubleshoot and problem solve in a quick, resourceful manner.
• Takes initiative – welcomes the challenge to work in many roles.
• Must be able to handle all types of people in a productive and positive way.
• Strong customer service orientation; able to maintain a professional demeanor with clients.
• Presents themselves professionally and in keeping with the company image.
• Understands the basics of technical elements including: Lighting, Audio, Video, and Staging.
• Good knowledge and ability to use tools and equipment that may include: hammer, screwdriver, hand drill, tape measure, dollies, lifts, and 8 foot and 12 foot ladders.
• Ability to work flexible schedules according to production needs to include evenings and weekends.
• On-site allocation target is 60% on-site and 40% in-office.

• Standard schedule for this position is Tuesday through Saturday and will vary week to week depending on event needs.

Physical and Work Environment Requirements | What it is like in the Office and Shop

• Ability to stand, kneel, crouch, bend, and reach during the entire work shift.
• Able to stand and/or walk 100% of the work shift.
• Ability to work with hands and arms during the entire shift.
• Must be able to move and climb ladders without accommodation.
• Ability to work in high lift.
• Must be able to lift, carry, push, and pull 30-40 lbs. throughout the shift. Occasionally may move up to and over 100 lbs. with assistance.
• Ability to handle fragile items safely.
• Required to move throughout venue throughout the work shift.
• Must have 20/20 vision with correction.
• Must be able to tolerate cold, heat and humid conditions.
• Ability to tolerate moderate to loud noise.

Pay & Benefits | What You’ll Receive

• Hourly wage: $20-24 in office and $25-$28 for onsite based on experience.
• Overtime pay will be provided for hours worked beyond 40 in a workweek at 1.5x the regular rate of pay, in compliance with Illinois labor laws.
• Health Insurance: Medical, dental, and vision insurance options available full-time.
• Retirement Plan: 401(k) plan with company matching.
• Paid Time Off (PTO): In compliance with Illinois State Law.
• Training & Development: Opportunities for skill development and career advancement.

Other Benefits

• Flexible scheduling, including evening and weekend availability.
• Safe and supportive work environment.

Equal Opportunity Employer Statement :
Kehoe Designs is an Equal Opportunity Employer and is committed to fostering a diverse and inclusive work environment. We encourage applicants from all backgrounds to apply.