Event Production Coordinator
On-siteChicago, Illinois, United States
Job Summary
Maintain the accuracy and completeness of the Production Schedule, event calendars, and CRM by ensuring every event is entered with complete dates, times, locations, and status updates. Regularly audit upcoming events to identify missing information, scheduling conflicts, or discrepancies between systems and proactively obtain necessary data from Sales, Producers, or Project Managers. Coordinate with Sales, Production, and Operations to ensure event details are available early for staffing, equipment, and production planning. Meet with the Sales team weekly to review upcoming opportunities, confirm event accounts, and transition newly confirmed events into the production workflow.
Required Qualifications
- Experience with CRM systems
- Experience with Production Scheduling
- Experience with Event Calendar management
- Ability to maintain accuracy and completeness of data across multiple systems
- Ability to identify missing events, outdated information, conflicting information, or discrepancies between systems
- Ability to obtain missing information from Sales, Producers, Project Managers, or other appropriate team members
- Ability to follow up until necessary information is obtained and entered
- Ability to meet with Sales teams to review upcoming and potential events
- Ability to verify current status of each opportunity
- Ability to identify newly confirmed events, date or venue changes, cancellations, tentative events, and other updates
- Ability to transition events from sales pipeline into production workflow
- Ability to update event information promptly when dates, times, locations, status, or other critical details change
- Ability to audit upcoming events to identify missing information, scheduling conflicts, or discrepancies
- Ability to coordinate with Sales, Production, and Operations teams
- Ability to verify event representation in CRM
- Ability to verify event placement on correct NY, Chicago, and/or Moonlight Studios calendars
- Ability to verify event placement on Production Schedule
- Ability to verify date, venue, location, and all relevant event times are complete and accurate
- Ability to ensure information consistency across all applicable systems
- Ability to identify who has missing information and follow up on it
- Ability to communicate changes to appropriate Sales, Production, and Operations team members
- Ability to identify and correct issues with missing, incomplete, or inaccurate events in any systems
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