[Hiring] AV Event Production Coordinator @Your Startup Operations LLC

Role Description

We are looking for an experienced and highly organized AV Event Production Coordinator to support a well-established, full-service AV and event production company based in Dallas, Texas. Once an event is sold, you will help take ownership of the operational details needed to get it show-ready. You will coordinate clients, AV crews, vendors, equipment, schedules, technical requirements, and outstanding information so the production team is prepared well before event day.

Qualifications

• You have real experience working in AV, live events, or event production.
• You understand common AV terminology, equipment, crews, and production workflows.
• You can read and understand event plans, floor plans, technical drawings, or production blueprints.
• You understand how technical requirements translate into equipment, labor, scheduling, and event logistics.
• You are exceptionally organized and can manage multiple productions and deadlines simultaneously.
• You think ahead and work backward from event dates rather than waiting for something to become urgent.
• You are politely persistent and comfortable following up until you get the information or confirmation you need.
• You communicate confidently with clients, technicians, vendors, warehouse teams, and production professionals.
• You stay calm and resourceful when production plans change.
• You take ownership and make progress without constant supervision.
• You enjoy turning processes that live in someone's head into clear, repeatable systems.
• You close loops and make sure nothing falls through the cracks.

Responsibilities

• Take ownership of confirmed events as they transition from sales into production.
• Review event information, technical requirements, plans, schedules, labor needs, equipment requirements, and outstanding decisions.
• Read and interpret event plans, floor plans, technical drawings, or production blueprints to support event coordination.
• Identify missing technical or operational information and proactively obtain it from clients, sales, vendors, or production teams.
• Coordinate and book AV technicians, crew members, freelancers, and 1099 contractors.
• Coordinate with warehouse and production teams to ensure required AV equipment is prepared, packed, and ready for each show.
• Maintain clear operational plans, timelines, and checklists for upcoming productions.
• Coordinate event schedules, crew calls, pickups, vendors, and other production logistics.
• Communicate directly with clients regarding outstanding event details and requirements.
• Maintain visibility across multiple upcoming events and proactively flag risks, delays, or missing information.
• Manage event-related communication, follow-ups, documentation, and administrative tasks.
• Support contractor hour tracking, payroll information, and payment coordination.
• Document recurring workflows and help build clear SOPs and production processes.
• Complete post-event follow-up and ensure outstanding items are closed.

Requirements

• 3+ years of professional experience in AV production, live event production, AV event operations, or a closely related field.
• Professional experience working with audiovisual equipment and AV production workflows.
• Ability to read and understand event plans, floor plans, technical drawings, or production blueprints.
• Working knowledge of common AV equipment, terminology, and production requirements.
• Experience coordinating AV technicians, production crews, freelancers, or event labor.
• Experience coordinating equipment, vendors, schedules, and event logistics.
• Ability to review event information and identify missing technical or operational details.
• Excellent written and spoken English.
• Exceptional organization, attention to detail, and follow-through.
• Comfortable coordinating physical production remotely with an on-site team.
• Tech-savvy and comfortable learning new production management systems.
• Available Monday through Friday, approximately 9:00 AM to 6:00 PM Central Time, with flexibility around event schedules.

Nice to Have

• Experience with corporate AV events, conferences, trade shows, concerts, or other large-scale live productions.
• Familiarity with Vectorworks or similar production design software.
• Experience with Stage Arrow, Flex, or similar event production and inventory management systems.
• Experience coordinating equipment pulls, prep, packing, load-ins, and load-outs.
• Experience creating crew schedules, production timelines, run-of-show documents, or similar production documentation.
• Experience with GoHighLevel, QuickBooks, or related business systems.
• Experience developing SOPs, checklists, and production workflows.
• Experience working with an owner-led event production company.