Project Coordinator - Manchester Grand Hyatt

$60,320 - $68,640/Yr

Encore Global - San Diego, CA

Full-time - Mid Level

San Diego, CA

About the position

The Project Coordinator at Manchester Grand Hyatt Encore Global is a pivotal role responsible for the technical execution of small events or segments of larger events. This position is crucial in ensuring that events are executed successfully and profitably, adhering to Encore's event management standards. The Project Coordinator will collaborate closely with the sales and operations teams to deliver comprehensive event execution plans. Reporting to either the Senior Project Manager or the Regional Director of Project Management, the role involves managing crew size and technical complexity to meet client expectations effectively. In this role, the Project Coordinator will be tasked with preparing and communicating technical production and labor schedules, sub-rental requirements, project scope, execution plans, and individual responsibilities to lead crewmembers, vendors, and venue staff. A strong focus on client needs is essential, which includes attending client meetings, creating and maintaining organized show files, and promptly addressing client concerns, questions, and problems. The Project Coordinator will also review all sales documents to ensure that the equipment and technical positions align with the client's requirements. During event execution, the Project Coordinator will communicate the event execution plan and manage on-site changes, including billing, production schedules, and client requests. They will review all necessary information with crew leads to ensure a successful and profitable event and assist the crew with the operation of equipment as needed. Additionally, mentoring Encore team members on event execution and best practices is a key responsibility, aimed at enhancing the local knowledge base and experience in the market. Administrative duties include completing and analyzing the EPT tool for events, processing Encore post-event items such as reviewing timesheets, timely processing of invoices, and post-show reporting. The Project Coordinator will also work with Project Managers or the Regional Director of Project Management to identify training needs within the team.

Responsibilities

• Prepare and communicate technical production & labor schedules, sub-rental requirements, project scope, execution plan and individual responsibilities to lead crewmembers, vendors and venue.
• Attend client meetings, create and maintain organized show files, and respond to client concerns, questions, and problems.
• Review all sales documents to confirm that the equipment and technical positions meet client's needs.
• Communicate event execution plan and on-site changes including billing, production schedules and client requests.
• Review all necessary information with crew leads to ensure a successful and profitable event.
• Assist crew with operation of equipment as needed.
• Mentor Encore Team Members on event execution and best practices to improve local knowledge base and experience.
• Complete and analyze the EPT tool for events as necessary.
• Process Encore post-event items, including review of timesheets, timely processing of invoices and post-show reporting.
• Work with Project Managers or RDPM to identify training needs.

Requirements

• High School Diploma required
• 3+ years tech experience in the event technology or Broadcast industry
• 2+ years of administrative and customer service experience, preferred
• Strong written and oral communication skills
• Strong Technical Background
• Strong Client relationship skills
• Operational logistics experience
• Works well under pressure
• Ability to multi-task
• MS Office experience
• Ability to read technical diagrams preferred

Nice-to-haves

• Experience in event planning and execution
• Familiarity with Encore event management standards
• Knowledge of technical production processes