Jobs and Careers

Sr. Coordinator (Freelance)

United States, United StatesRemotefull_timeVerifiedPosted 12 Feb 2025

💰 $116,000/yr($80,000/yr – $116,000/yr)

About the role

Senior Coordinator at MAS (Contract, Remote) WHO WE ARE: MAS is a bespoke experience agency with bold creatives and technologists who thrive off of the same relentless energy in which we were founded — the right balance of grit and guts. To us, there’s no perfect recipe, no one size fits all when it comes to crafting the right moments for our partners. Instead, we go beyond the ordinary to evoke emotion and collectively deliver award-winning experiences. Whether big or small, physical or digital, we shape what’s next for the world’s most influential brands. WHAT WE ARE LOOKING FOR: The Sr. Coordinator assists and reports directly to the Producer by sourcing, scheduling and organizing for upcoming events. You will be responsible for assisting event teams in all aspects of event management by serving as support staff on medium and large-scale events. Events assigned may include conferences, trade shows, dinners, corporate galas, and incentive programs. This position will work directly on all events, coordinating specific pieces as assigned by the event lead. Event pieces may include handling transportation, meeting room bookings, food and beverage, or talent management. This position will also lead small scale events with limited supervision. This is a client-facing role, and will have client contact primarily during meetings and through event leads. WHAT YOU’LL DO: PARTICIPATE

Actively participate in event ideation and assist with sourcing images for client decks.
Actively participate in creative event ideation and continue look and feel of creative deck shared by creative/art directors.
Oversee and manage PAs, BAs and Registration Staff; and delegate their responsibilities, assign their locations.
Do routine walk throughs during event date to see if any assistance is needed.
Lead stand up meeting with the above listed staff; and go over scripts.
Re-assign BA locations and scripts throughout the day.
Loop Producer/EP on changes and performance/event schedule

MANAGE

internal sourcing decks, making sure pages are as organized as possible.
Source props/décor per creative director’s direction and track costs.
Create event playlists and handle onsite music.
Draft and edit debriefs from weekly/monthly client calls.
Update documentation for Producer as needed, including timelines, PA grids, production schedule, graphics grid, décor/prop purchase grid, contact sheet, deliverables grid, etc.
Responsible for onsite war book which should include: Client deck, Internal deck if necessary, all COI’s, Production Schedule, Production Documents, Graphics Grid, Trucking Schedule, Contact sheets, etc..
Undertake venue searches and serve as liaison between team and venue.
Responsible for sharing a clear inventory of all purchase items being sent to MAS storage, and updating existing MAS inventory with any new items added post event.

LOGISTICS

Responsible for post event inventory of production kit and ordering subsequent replenishment or communicating back to warehouse what needs to be restocked.
Collect and print invoices post-production; ensure PA grid and invoices are accurate before submitting for processing.
Reconcile all receipts with other coordinators and close out budget with EP/Director of Production.
Responsible for all post event trafficking to client or storage.
Follow up with client post event to review event logistics pros and cons.
Add successful new vendors to MAS internal vendor list.

RESEARCH, REQUISITION & RECONCILIATION;

Research possible event vendors, such as caterers, artists, DJs, florists, designers, etc as requested by Producer, and provide a comprehensive summary in deck format.
Book and manage onsite production staff, assisting in the development of the briefing documents.
Book travel and accommodations for event staff.
Track packages and manage purchase returns and credit card/store credits.
Responsible for clear communication in the form of inventory list for all items MAS storage needs to deliver to event site and/or pick up.

YOU SHOULD HAVE: