Event Staging Labor Coordinator

IMS Labor Coordinators have oversight in coordinating labor requirements for various live events. This work involves sourcing the staff, handling all administrative details including communication, booking travel for both internal and external needs, updating appropriate systems, and providing reports as needed. The team is expected to work effectively, collaborate often, and ensure that all events have the appropriate labor and rental equipment by IMS expectations. This position will work from our Linwood Office 5 days a week.

Position Accountabilities and Expectations:

• Meet with the Operations team regularly to book all internal and external labor assignments. Manage and coordinate schedule to team requirements for several persons, required skills, the estimated number of hours and days required in the preparation of detailed labor estimates
• Coordinate and resolve crew/team scheduling issues, verifying daily requirements, confirming availability, and increasing/decreasing as necessary. Ensure the IMS-preferred crew list first, filling the balance with qualified experienced personnel. Create and enter crew calls into Flex Rental system, including labor brokers and independent contractors.
• Ensure all contractual agreements are met and maintained for freelance support. Contact new labor brokers and independent contractors to attain W9, Certificate of Insurance, and Independent Contractor Agreement.
• Source, coordinate, and secure rental equipment necessary for upcoming jobs.
• Maintain Outlook and online calendar for internal staff and external resources.
• Coordinate travel arrangements and resolve disturbances or cancellations in a timely, professional and accurate manner. Research and utilize appropriate resources to confirm all travel needs (flights, hotels, rental cars, etc.)
• Create and enter Purchase Orders timely and according to system procedures, while updating actual details on the job expense sheet in real-time
• Accurately collect and enter internal expense sheet data for staff members
• Communicate with assigned Production Managers regularly to understand changes required to labor schedules
• Review and accurately correct incoming labor invoices promptly, and submit them to the Project Manager for final approval
• Email and/or call external labor brokers and independent contractors to show set-up information, documents, and other information, as needed
• Responsible for the secure storage of business-related usage of company credit cards and per diem requests
• “Click time” entry of job codes and billable hours for technical use and creating and updating Purchase Orders in real-time will be essential for the success of any event.
• Other duties required by the Company in support of business objectives

What you will bring:

• 2 or more years of Event Staging/Audio-Visual industry experience, the right candidate will have a minimal amount of field experience in the Audio/Visual industry and disciplines
• High school degree or trade school certification with at least 2 years of professional event planning, labor coordination, or account administration/billing experience
• Must maintain a positive attitude, strong work ethic and embrace a team environment
• Proficient PC knowledge and MS Office Suite
• Demonstrated or prior experience booking travel
• Proven ability to multitask effectively in a fast-paced, changing environment
• Demonstrated ability to work effectively on a team and be able to solve problems independently and through collaboration with others
• Strong Written and verbal communication skills, Excellent customer service and negotiating skills
• Must be available to work nights, weekends, and overtime based on business needs.
• Working Knowledge of Click-Time, Flex System or IntelliEvent preferred