BlackOak Production Coordinator

Kehoe Designs Inc
US - Illinois - Chicago
July 5, 2024

Position Overview | The Big PictureThe Production Coordinator supports the day-to-day production needs and team of BlackOak Technical Productions. The Production Coordinator works closely with the Production Staffing Supervisor, Shop Supervisor, Asset Coordinator, Project Coordinators, and other internal departments to support execution of all events. Production Coordinator reports to the Production Team Manager and receives direction from the Labor Supervisor, the Project Department Manager, Asset Coordinator, and Shop Supervisor.Essential Duties | What You'll Do - The Fun Stuff

Assists the production of all projects to deliver beyond client expectations based on specifications from Producing and Project Teams.

Production Staffing Support

Assists Labor Supervisor in building event schedules and reaching out to freelancers or agencies.
Assists Labor Supervisor with confirming event scope details and timing with other departments.
Maintains information in staffing platform, tracking event details, shift details, and staff specific details.
Coordinates with Kehoe Designs logistics team and confirms logistics schedule alongside BlackOak schedule.
Works with Labor Supervisor to answer staffing hotline (including after hours), dispatching questions appropriately, and escalating issues as needed for events.
Tracks all training required and completed per staff member and coordinate other training.

Freelancer Recruitment Support

Monitors ADP and email for incoming applications and handles all communication with candidates.
Coordinates, phone screens, and provides candidate information packet to Production Staffing Supervisor for hiring recommendations.
Facilitating the onboarding process for seasonal, part-time, and freelance crew members.

Assets Support
- Supports Asset Coordination with processing Pos, invoices, and other bookkeeping items as requested by other team members.
- Collaborates on building and distributing equipment flip schedule each week. May assist with actual equipment flips.
- May purchase materials, coordinate subrentals, and other logistics related tasks as requested.
- Supports finding and recovering missing items and assist in receiving new inventory.
- Assist inventory management in updating information and details of production inventory.
Other Duties
- Assists the Project Team with pullsheets, customs projects, samples, and elsewhere as needed.
- Supports the Shop with prepping equipment for on-site event usage.
- Assist with subrental receiving, processing, and logistics.
- Supports on-site team for set-ups, show runs, and strikes as needed.

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

Tracks and enters time and assigns hours and tasks to appropriate events and jobs in the time and attendance system.
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.
Excellent communication and organizational skills.
Able to troubleshoot and problem solve in a quick, resourceful manner.
Takes initiative - welcomes the challenge to play 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.
Standard schedule for this position is Tuesday through Saturday and will vary week to week.

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.

Read the full job description and apply online on the recuiter's web-site

BlackOak Production Coordinator

BlackOak Production Coordinator

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