Sales & Production Coordinator

Job Description

Job Description

Description:Position Summary

The Sales & Production Coordinator guides assigned venue rentals, audiovisual services, outside production projects, and equipment rentals from initial inquiry through booking, planning, event handoff, and closeout.

Reporting to the General Manager, this position serves as a primary client planning contact and turns contracted services into clear, actionable plans for Event & Venue Managers, technical teams, vendors, and other event partners.

The successful candidate is highly organized, client-focused, comfortable managing multiple projects simultaneously, and capable of working independently within established policies and budgets. Strong client service, sound judgment, attention to detail, and reliable follow-through are essential.

Sales & Client Management

• Respond promptly and professionally to client inquiries.
• Qualify event needs and venue suitability and conduct site visits as appropriate.
• Follow up consistently with prospective clients to support and close bookings within approved parameters.
• Prepare proposals, estimates, and standard agreements using approved pricing, policies, and terms.
• Coordinate signatures and track deposits and payment deadlines.
• Maintain accurate sales pipeline information and client records.
• Support targeted outreach, repeat business, and appropriate additional service sales.
• Communicate professionally with clients regarding pricing, policies, deadlines, payments, and required documentation.
• Obtain management approval for discounts, nonstandard terms, or commitments outside established policies.
• Escalate overdue accounts and significant client concerns appropriately.

Production Planning

• Lead client planning calls and consolidated vendor walkthroughs.
• Translate contracted services into clear production plans.
• Prepare production briefs, timelines, layouts, staffing requests, equipment lists, and related event documentation.
• Communicate deadlines and track vendor lists, insurance documentation, permits, layouts, transportation plans, and other required materials.
• Review client and vendor submissions for completeness and identify concerns before event execution.
• Coordinate audiovisual scope, equipment availability, labor requirements, vendor quotes, and approved rentals and services with technical personnel and vendors.
• Coordinate staffing and load-in, setup, event, and load-out schedules within approved budgets and contracted access times.
• Monitor changes to event scope and communicate their operational or financial impact.
• Document scope changes, obtain required approvals, and update pricing and production plans before execution.

Event Handoff & Closeout

• Brief Event Managers, Venue Managers, and technical leads on contracted services, schedules, layouts, staffing, vendors, client priorities, venue requirements, and escalation procedures.
• Ensure event teams receive current documents, schedules, contacts, and instructions before their assigned shifts.
• Communicate approved changes promptly to affected team members.
• Provide scheduled on-site event support as needed.
• Review event reports following completion.
• Reconcile additional services, labor, equipment rentals, and other charges for management and finance review.
• Track equipment returns and unresolved event items.
• Refer damage reports, billing disputes, significant service concerns, and other escalated matters to the General Manager.
• Gather client feedback and identify opportunities for repeat or future bookings.
• Recommend improvements to sales, planning, production, and event workflows.

Systems, Organization & Communication

• Maintain accurate and organized event management software, calendars, client communications, sales records, and production documentation.
• Manage multiple clients, events, projects, and overlapping deadlines independently.
• Provide concise, timely updates on sales activity and event readiness.
• Identify and communicate resource conflicts, venue concerns, scheduling challenges, and capacity needs early.
• Maintain reliable attendance and arrive on time and prepared for scheduled shifts, meetings, walkthroughs, and site visits.
• Protect confidential client, company, financial, and event information.
• Maintain professional communication with clients, vendors, coworkers, venue partners, and community stakeholders.

Working Environment & Physical Requirements

This position combines computer-based administrative work, client meetings, venue walkthroughs, production planning, and occasional on-site event support. Venue and event assignments may involve extended periods of standing or walking, stairs, outdoor conditions, changing temperatures, variable noise levels, and active event environments. The employee must be able to lift and move event equipment and supplies weighing up to 50 pounds, with or without reasonable accommodation. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Who We Are Looking For

We are seeking a highly organized, client-focused professional who thrives in dynamic event environments and takes pride in delivering exceptional experiences. The ideal candidate combines strong customer service with practical event-production skills, understands how to move a client from inquiry to successful execution, communicates clearly across multiple teams, and takes ownership of details from beginning to end.

Requirements:Required Qualifications

• Two or more years of experience in event sales, event coordination, venue services, hospitality, production coordination, or a closely related field.
• Demonstrated ability to manage multiple clients, projects, events, or deadlines simultaneously.
• Strong organization and attention to detail.
• Clear and professional written and verbal communication.
• Ability to discuss budgets, pricing, policies, deadlines, payments, and required documentation professionally with clients.
• Experience preparing accurate proposals, estimates, event plans, production documents, or similar materials.
• Ability to make routine decisions independently while recognizing when management approval or escalation is required.
• Proficiency with Google Workspace and comfort learning event management and sales software.
• Ability to work the established schedule, including scheduled evenings and weekends when required.
• Ability to travel to assigned venues and events throughout Oakland, the East Bay, and San Francisco.
• Ability to lift and move event equipment and supplies weighing up to 50 pounds, with or without reasonable accommodation.

Preferred Qualifications

• Experience coordinating venue or event bookings from inquiry through closeout.
• Experience with event sales or client relationship management.
• Familiarity with Event Temple, Prismm, Cvent, or similar event management platforms.
• Familiarity with audiovisual services and event production.
• Experience creating or reviewing event layouts.
• Experience coordinating vendors, staffing, equipment, rentals, or technical services.
• Experience working in a venue, hospitality, convention, live-event, or production environment.

Compensation & Benefits

The compensation range for this position is $32.00–$36.00 per hour , based on relevant experience, qualifications, and demonstrated skills. This is a full-time, non-exempt position . Eligible full-time employees may have access to a competitive benefits package that includes:

• Medical, dental, and vision benefits
• Paid time off
• Paid holidays
• Retirement benefits, including a 401(k) plan
• Professional development and growth opportunities
• Additional benefits and employee programs available to eligible full-time employees

Benefit eligibility, coverage, waiting periods, contributions, and other provisions are governed by the applicable benefit plans and company policies.

How to Apply

To be considered for the Sales & Production Coordinator position, applicants must submit a complete application through our online applicant tracking system.

A complete application includes:

• A current resume uploaded as a PDF, DOC, or DOCX file. Please do not submit photographs, screenshots, or unreadable scans of your resume.
• A cover letter explaining your interest in Oakland Venue Management and how your experience relates to event sales, client management, venue operations, hospitality, or event production.
• A fully completed online employment history that is consistent with your resume.
• Complete start and end dates for previous employment.
• Employer and/or supervisor contact information for employment verification.
• Accurate responses to all required application and screening questions.

Please review your application carefully before submitting it. Incomplete applications or applications that do not provide enough information to verify required qualifications may not move forward in the recruitment process.

Applications must be submitted through our online applicant tracking system. We do not accept applications, resumes, or employment inquiries in person, by telephone, or by email.

Qualified applicants whose experience and application materials align with the position requirements may be contacted regarding the next step in the selection process.

Oakland Venue Management is an Equal Opportunity Employer. Employment decisions are based on job-related qualifications and business needs without regard to any characteristic protected by applicable federal, state, or local law