Production Coordinator

San Francisco, CA, United States

About Us: Advanced Systems Group, LLC enables creativity through better technology and operations for media creatives and content owners. From acquisition to delivery, on-premises or in the cloud, ASG ensures our clients’ success through tailored solutions. One of North America’s largest Media and Entertainment Technology and Operations suppliers, we provide engineering services, physical and cloud integration, training, support, and managed services. Our Managed Services deliver customized operations and services for all phases of media production, including creative and engineering. Founded in 1997, and providing nationwide services, ASG has teams based in Northern California, Los Angeles, the New York Tri-State Area, the Southeastern US, and the Rocky Mountain Region. We are looking for:  The Production Coordinator coordinates all aspects of the event lifecycle by working closely with clients to establish their Event Production needs. This includes partnering with Event Producers and partner teams to ensure ASG customers have a great event experience. Other responsibilities include outlining specific event needs through note-taking, anticipating appropriate crewing, and identifying out-of-scope or unusual event elements. The Production Coordinator is responsible for operational and administrative tasks to ensure all supported offerings are documented appropriately, financially processed, and executed successfully. Job Responsibilities:  Determining support level of events by participating in initial client intake calls, in cross-vendor partnership with Event Management. Ensuring all event-related information is communicated to event producers, scheduling Coordinators, crew, and partnering vendor teams Advising Scheduling Coordinators on crewing needs based on specific event details derived from communications with Event Hosts. Preparing event-specific documentation for operators to prepare for events, always ensuring details are accurate and up to date. Proactively identifying & escalating issues appropriately, as necessary. Ensuring all assets from partnering vendor teams have been requested and received prior to event day. Cross-referencing crewing calendars to ensure accuracy with available crew and space resources. Generating and providing cost estimates to clients (when applicable) for the services being provided. Maintaining a database of event history, in order to provide proactive service for repeat clients. Oversee the procurement of purchase orders and submission to the Business Operations team for processing. Ensuring excellent communications with client partners, event hosts, partnering vendor teams, and internal ASG teams. Providing clear communication and coordination with internal groups - Event Management, Event Operations, and Technology throughout the life-cycle of work and events. Responsible for keeping the Event Operations Team’s documentation and standard operating procedures accurate and up to date. Update and maintain the entry of event-related data for tracking and metrics. Facilitating appropriate review of work, technically and for staffing, before beginning production planning. Identify improvement of ASG and client-facing processes and procedures. Once assigned to an event, making sure all necessary information is correct and updated in the internal system with a high level of accuracy as one source of truth for partner teams and for correct metrics. Collaboratively develop relationships with other partnering vendor teams to promote an inclusive events team. Qualifications & Experience: 2 - 3+ years of event/production experience in a production environment. Knowledge of Google Workspace tools: Docs, Sheets, Calendar, Slides; as well as MS Outlook Mail, Calendar, and Teams Experience with Scheduling software a plus Hands on technical event support experience a plus Excellent written and verbal communication skills A proactive approach to problem-solving with a hands-on, adaptable mindset Excellent organizational skills, with the ability to manage multiple simultaneous projects and requests Strong prioritization/awareness skills, real-time decision-making on what needs to happen ASAP and what can wait, yet always following through with great attention to detail High critical thinking skills, with the ability to solve problems proactively High level of professionalism and ability to be helpful and maintain composure under pressure. Expectation of complete confidentiality on all business matters. Excellent time management skills. Attention to details and ability to identify conflicting information and resolve Compensation & Benefits: Compensation range for this position $100,000-$115,000 ASG LLC offers a comprehensive benefits package that includes medical, dental, vision insurance, short-term and long-term disability insurance, life insurance, 401k, paid time off, and more. Applicants from the state of Washington may contact [email protected] to request a full disclosure of the benefits offerings. Advanced Systems Group LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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