Experiential Production Coordinator (On-site, New York)

About the role

MATTE is looking for an Experiential Production Coordinator to join its Experiential Production department. You will work with multiple brands across the agency in a fast-paced and dynamic environment. Working cross-functionally, you will take ownership of coordinating experiential events and projects—from ideation to execution. You should be results-driven and agile enough to review performance/analytics and adjust as needed.

Responsibilities

• Coordinate the experiential production activities for a high volume of clients.
• Maintain contact with internal departments to set project milestones, track schedules, advise on job progress, and address scheduling concerns or requests for additional information/materials.
• Play a supporting/administrative role in the delivery of all client experiential projects.
• Support the experiential team to deliver value in the client/agency relationship.
• Collaborate with the creative department to conceptualize and execute deliverables across all production and client materials.
• Work on multiple projects at once, reviewing and editing each brief to push clients' vision on both a creative and technical level.
• Provide feedback and ideas about daily tasks and maintenance to producers and PAs to increase efficiency.
• Participate in meetings relevant to projects currently in production.
• Support MATTE internal Producers.
• Engage and coordinate with the production team for definition and delegation of responsibilities.
• Take key meetings from the Company office in NYC.
• Manage and update budgets, ensuring internally set margin goals together with the internal Producer.
• Manage owned vendors, including but not limited to print, rentals, infrastructure, and more (aligned with internal MATTE Producer).
• Liaise with venues and interface between all teams for project needs.
• Oversee event staffing, including but not limited to PAs.
• Support vendor, client, and team site visits.
• Maintain the production timeline to keep projects running on schedule.
• Maintain the Run of Show.
• Be client-facing on budget, timeline, and production conversations.
• Support and process travel logistics.
• Project Planning: Determine project timelines, budgets, and resource requirements.
• Logistics and Scheduling: Schedule meetings, equipment rentals, and coordinate the availability of crew members and talent.
• Budget Management: Track expenses, submit purchase orders, and ensure expenditures stay within the allocated budget.
• Crew Coordination: Work closely with other departments to ensure a well-staffed production team and clear responsibilities.
• Communication: Keep stakeholders informed about project updates, changes, and issues during production.
• Resource Management: Coordinate the procurement and use of equipment, props, costumes, and other resources.
• Risk Management: Identify potential production risks and develop contingency plans to address them.
• Documentation: Maintain detailed records and documents related to the production process, including contracts, invoices, and release forms.
• Problem Solving: Address unexpected issues that may arise during production.
• Travel to event locations for site visits, event days, etc., as needed.
• Post-event reconciliation and production wrap, including all expenses.

Requirements

• 1-2 years of experience in an events production role.
• A deep understanding of production workflows.
• Comfort working in areas you might not have prior experience in; flexibility and willingness to take on new challenges.
• Ability to think fast, problem-solve, present solutions, and react positively to unexpected issues.
• Approachable, collaborative, results-oriented, and a strong problem-solver who can both provide and take direction well.
• A great network of vendors and industry connections.
• Excels at client relationship management and team management.
• Strong work ethic and sense of project ownership.

Pay

Salary Range: $65,000–$70,000/year

Benefits

• Medical, Dental, and Vision coverage.
• 401k with a 4% company contribution max match.
• Citi Bike membership.
• Talkspace membership.
• Competitive PTO package.
• End of Year Recharge.
• Sabbatical Program.
• Parental Leave.