MAS Senior Coordinator - Temp to Hire
Company: Opus Agency
Posted on: June 12, 2021
Employment type: Freelance to Permanent
Location: NY or LA
Reporting to: Executive Producer
WHO WE ARE
MAS Event + Design an OPUS Agency company is an event and
experiential marketing agency working with some of the worlds most
influential brands to design, create, and manage their most
important events and experiential programs. We partner with our
clients to build fully integrated, highly effective teams that
create remarkable experiences and activations around the world.
Opus Agency is known for fostering the growth and development of
professionals who have a passion for the event industry. In pursuit
of that, we offer resources and mentorship with dedicated event
professionals who have decades plus of experience.
WHAT WE ARE LOOKING FOR
The Sr. Coordinator assists and reports directly to the Producer
by sourcing, scheduling and organizing for upcoming events. The Sr.
Coordinator 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
Actively participate in creative event ideation and continue
look and feel of creative deck shared by creative/art
Oversee and managed PAs, BAs and Registration Staff
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
Go over scripts with the above listed staff
Re-assign BA locations and scripts throughout the day
Loop Producer/EP on changes and performance
Actively participate in event ideation and assist with sourcing
images for client decks
Manages the internal sourcing decks, making sure pages are as
organized as possible
Source props/dcor per creative directors direction and track
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, dcor/prop
purchase grid, contact sheet, deliverables grid, etc.
Responsible for onsite war book which should include: Client
deck, Internal deck if necessary, all COIs, Production Schedule,
Production Documents, Graphics Grid, Trucking Schedule, Contact
Undertake venue searches and serve as liaison between team and
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
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.
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.
Responsible for post event inventory of production kit and
ordering subsequent replenishment or communicating back to
warehouse what needs to be restocked.
Assist Producer with budget tracking/management and fiscally
Collect and print invoices post-production; ensure PA grid and
invoices are accurate before submitting for processing
Reconcile all receipts with coordinator and close out budget
with EP/Director of Production
Responsible for all post event trafficking to client or
Follow up with client post event to review event pros and
- Add successful new vendors to MAS internal vendor list.
Displays strong critical thinking, organizational, and
Strong project management skills.
Demonstrate strong verbal and written communication,
presentation skills, email & memo writing.
Ability to effectively prioritize workload on multiple projects
& events simultaneously.
Successfully perform in high stress, fast-paced environment.
Accept changes with short notice and tolerate frequent
Ability to maintain high levels of confidentiality.
Work cooperatively with other employees, vendors, and
Detailed tracking of vendor pricing for production elements in
both large and small scale
Ethics, Integrity, Values
- Client Management
YOU SHOULD HAVE
2 years of experiential events experience
2+ years of experience booking travel accommodations
2+ years of experience being part vendor management, event
budgeting, venue sourcing and data management.
- Understand event industry norms such as:
Venue contracting the overall process, including concessions
Housing room blocks, shoulder dates, cumulative blocks, and
Catering food and beverage minimums
Bachelors degree is preferred
Budget and financial tracking experience.
Strong computer and technology skills, especially Excel,
Outlook, and Word
Ability to take initiative to learn and produce high quality
Onsite team management experience
Ability to collaborate with others and work well on a team
Display a positive attitude in all interactions with internal
and external customers
- Flexibility and willingness to assist colleagues with projects
and tasks outside of job requirements
Individuals will be required to sit for most of the day and will
be required to stand as needed. May require walking primarily on a
level surface for periodic periods throughout the day. Reaching
above shoulder heights, below the waist or lifting up to 20 lbs. as
required to file documents or store materials throughout the
workday. Proper lifting techniques required. Individuals will be
required to travel via airplane, train, taxi, car and/or other
means of transportation as needed.
The work environment characteristics described here are
representative of those an employee encounters while performing the
essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the
The performance of this position may occasionally require
exposure to areas where those areas require the use of personal
protective equipment. For the most part ambient room temperatures,
lighting and traditional office equipment as found in a typical
Around 40% of the time, Domestic
Other Duties and Acknowledgement
The above noted job description is not intended to describe, in
detail, the multitude of tasks that may be assigned but rather to
give the employee a general sense of the responsibilities and
expectations of his/her position. Duties, responsibilities and
activities may change at any time with or without notice. This
document does not create an employment contract, implied or
otherwise, other than an "at will" relationship.
Opus Agency does not discriminate based upon race, religion,
color, national origin, gender (including pregnancy, childbirth, or
related medical conditions), sexual orientation, gender identity,
gender expression, age, status as a protected veteran, status as an
individual with a disability, or other applicable legally protected
characteristics. All employment is decided based on qualifications,
merit, and business need. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential
Keywords: Opus Agency, New York , MAS Senior Coordinator - Temp to Hire, Other , Brooklyn, New York
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