Freelance Senior Production Coordinator (Live Events)

Primary Function

We are seeking a highly organised, proactive, and adaptable full-time Senior Production Coordinator to join our team, working on-site at our client's dynamic London office. This multifaceted role will be pivotal in ensuring the seamless execution of both high-profile live events and professional video production studio shoots, within a fast paced, collaborative, and creative environment.

Duties & Responsibilities

• Strategically own the end-to-end coordination of complex live events, from initial booking and strategic planning to on-site execution, stakeholder management, and comprehensive post-event follow-up, often leading other coordinators or assistants.
• Consistently deliver exceptional service by meticulously managing event booking requests for our client's diverse event spaces, including the large multi-use event space, and smaller meeting rooms, often handling high-priority or complex requests.
• Serve as the primary lead point of contact for senior event stakeholders, including internal teams and external vendors, ensuring clear, proactive communication, seamless collaboration, and swift, decisive problem resolution for high-stakes situations.
• Oversee and manage all logistical aspects of events, including advanced vendor coordination, complex equipment setup, intricate room layouts, and comprehensive attendee management, while strictly adhering to the client's brand guidelines and ensuring best practices are followed.
• Proactively anticipate, identify, and independently resolve potential challenges, ensuring events run smoothly and efficiently, implementing contingency plans, and maintaining a calm and professional demeanor under significant pressure.
• Maintain accurate and detailed event records and documentation, including booking confirmations, budget tracking, and comprehensive post-event reports, providing insights and recommendations for future improvements.
• Provide advanced and comprehensive support for video production studio shoots, often leading scheduling and managing complex on-set logistics.
• Lead the coordination of studio bookings and strategically manage studio resources, ensuring efficient utilisation of space and equipment, implementing best practices for studio maintenance, and maintaining a highly organised studio environment, often stepping in when the Producer needs a senior level of support.
• Collaborate closely with production teams (including directors, camera operators, and sound engineers) to ensure seamless and highly efficient shoot operations, providing critical on-set assistance and problem-solving as needed.
• Oversee and support the post-production process by assisting with the organisation and management of the final production assets and ensuring timely and accurate delivery to clients, potentially guiding junior team members.

Skills & Qualifications

• Demonstrated experience in senior-level meeting planning or stage management roles, ideally with a focus on high-profile events.
• Proven ability to establish and maintain strong relationships and positive rapport with senior colleagues, clients, vendors, and suppliers.
• Exceptional oral and written communication skills, with experience in professional correspondence and presentations.
• Highly organised with superior time management skills, capable of independently managing multiple complex tasks simultaneously, meeting strict deadlines, and maintaining impeccable attention to detail.
• Advanced knowledge of Google applications or Microsoft Office Suite.
• A strategic and creative problem-solver, highly resourceful, and a collaborative team leader.
• Calm and flexible approach to handling the pressure and stress of ever-changing and demanding situations, demonstrating strong leadership under pressure.
• Ambitious, highly proactive, and adaptable when working in a fast-paced, high-volume environment.
• Demonstrated ability to collaborate effectively with colleagues at all levels, including senior management.
• A self-starter who can demonstrate a strong commitment to continuous learning and professional development.
• In-depth understanding and extensive experience of various complex event formats, including Q&A, training events, town hall meetings, hybrid events, and large-scale corporate functions.

Education & Experience

• Proven experience as a Production Coordinator or in a similar senior production support role.

Diversity Inclusion & Customer Service Statement

TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

EEO Statement

TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.