Coordinator, Event Production

Who We Are:

On Location is a premium experience provider, offering world class hospitality, ticketing, curated guest experiences, live event production, and travel management across sports, entertainment, and fashion. From unrivaled access for corporate clients to guests looking for fully immersive experiences at marquee events, On Location is the premier and official service provider to over 150 iconic rights holders, such as the IOC (Paris 2024, Milano Cortina 2026, LA 2028), NFL, NCAA, UFC and PGA of America, and numerous musical artists and festivals. The company also owns and operates a number of unique and exclusive experiences, transforming the most dynamic live events into a lifetime of memories. On Location is a subsidiary of Endeavor, a global sports and entertainment company.

Endeavor is a global sports and entertainment company, home to many of the world’s most dynamic and engaging storytellers, brands, live events, and experiences. The Endeavor network specializes in talent representation through entertainment agency WME; sports operations and advisory, event management, media production and distribution, and brand licensing through IMG; live event experiences and hospitality through On Location; full-service marketing through global cultural marketing agency 160over90; and sports data and technology through IMG ARENA and OpenBet. Endeavor is also the majority owner of TKO Group Holdings (NYSE: TKO), a premium sports and entertainment company comprising UFC and WWE.

We are searching for a talented, motivated and highly-detailed Production Coordinator to join our event production & hospitality team to help in the planning of some amazing experiences in the Sports Industry. As a Coordinator, you will be providing administrative, organizational and operational support to our very busy project management/event production teams in a variety of areas and through all phases of event development including pre-planning and coordination, onsite event execution, and post-event closeout. 

Priorities can often change in our fast-paced environment, so this role includes, but is not limited to, the following:  

•  Conduct research and gather information for event proposals and budgets including venues/locations, vendors, entertainment options and other event disciplines
• Secure vendor pricing for budget development
• Assist in tracking event finances by updating event P&L with quotes, processing invoices, and reconciling expenses
• Become proficient in our FileMaker processes and databases including: Event Assignments, Upcoming Events, Expense Reports, Correspondence (Memos, General Info Documents, etc.), Client Invoices, Absolute Accounting/P&L, Time Sheets, Client & Vendor Contact Lists, Budgets & Contracts, Vendor Quoting, Event Contact Lists
• Become proficient in our Smartsheet processes including maintaining our bidding database, tracking milestones and deliverables, and updating production timelines
• Assist in all areas of vendor bidding including RFPs, Bid Comparisons, Letters of Authorization, Vendor Service Agreements and Change Orders
• Assist with site visit & event travel coordination and booking
• Execute Non-Disclosure Agreements
• Learn event-specific disciplines and become proficient enough to manage all of the below individually- work up to being able to manage a minimum of three (3) at the same time from pre-event to on-site to post-event, under supervision of Lead Producer/Project Lead (Food & Beverage, Entertainment, Guest & Catering Rentals, Signage & Graphics, Venue/Location, Restrooms, and Security & Credentials)
• Mentor and train new coordinators and staff
• Possess/gain general knowledge of other event disciplines to include Production, Technical & Creative Services
• Understand how to read and utilize diagrams
• Manage event timelines and contact lists
• Liaise with vendors to facilitate ordering and logistics such as load-in & load-out scheduling
• Assist with researching, writing, editing and preparing event proposals/presentations
• Work with Creative Services Coordinator to traffic manage the signage & graphics for a project
• Secure event supplies
• Update manager and project leads

Administrative & Other Responsibilities

• File Storage
• Expense Reports
• Process Invoices
• Take meeting notes
• Monthly American Express Closeout
• Monthly FedEx Statements Processing
• Daily Timesheet Inputting for Labor Reports
• Weekly Timesheet Tracking for Company

Other Duties & Responsibilities

This job description is not designed to cover or contain a comprehensive listing of the employee's activities, duties, or responsibilities for this job.  Duties, obligations, and activities may change at any time with or without notice.

You Have These:

• Bachelor's Degree in Business, Communications, Public Relations, Marketing, Hospitality Management, Sports Management, or a related field, or equivalent experience required

• Proficient user of Microsoft Office Suite | Adobe Acrobat
• Highly organized and process-oriented
• Attention to detail, carefully following instructions and checking work for accuracy
• Ability to multi-task and remain calm in high-pressure situations
• Strong communication, interpersonal, negotiation and conflict resolution skills
• Good timekeeping and work ethic that is characterized by commitment, motivation, and energy

We’d Love If You Also Have These: 

• Knowledge of FileMaker| Keynote | SharePoint | Smartsheets | Microsoft Teams | Zoom
• Prior experience with large-scale sporting events a plus
• Flexibility and positive attitude to work long days, evenings, weekends and holidays when necessary

Travel: Must be adaptable with work and travel schedule and be available to travel for work during holidays.  This position may require up to 30-40% travel.

Endeavor unites and brings people together in our love of sport, culture, and entertainment. We understand this can only be accomplished when we lead with a lens of diversity, equity, and inclusion in everything we do. As a global company that drives culture, we strive to reflect the world’s diverse voices.  

Endeavor is an equal opportunities employer and encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, or religion or belief.