Job Description

Our client, based in Cape Town CBD is seeking a skilled and proactive Production Coordinator.

As a Production Coordinator specializing in event and brand activation, your primary responsibility is to oversee and coordinate all production elements to ensure the successful execution of events and brand activations. This role requires meticulous attention to detail, strong organizational skills, and the ability to multitask effectively in a fast-paced environment.

Must have reliable transport.

Duties & Responsibilities

Key Responsibilities:

Concept Delivery:

Implement concepts for an event or activation, according to the requirements outlined in the concept.

Planning and Coordination:

Collaborate with internal teams, external vendors, and clients to understand project requirements and objectives. Develop detailed production plans, timelines, and budgets to ensure all aspects of the event or brand activation are meticulously organized and executed. Ensure that the project is executed according to plan within agreed timelines and budget.

Vendor Management:

Identify and negotiate contracts with suppliers, vendors, and service providers for various production elements such as venue rental, audiovisual equipment, catering, signage, and promotional materials. Maintain ongoing communication to ensure all deliverables meet quality standards and deadlines.

Sourcing:

Research and source the elements for an event or activation, according to the requirements specified in the concept of that event or activation. Source items within budget and timelines, taking lead times into account.

Logistics Management:

Oversee logistics related to transportation, setup, and breakdown of event equipment and materials. Coordinate with the supply chain team, transportation providers, venue staff, and onsite personnel to ensure seamless execution of all logistical operations.

Technical Production:

Work closely with technical teams to plan and implement audiovisual, lighting, and staging requirements for events and activations. Coordinate equipment rentals, technical rehearsals, and onsite support to ensure smooth operation during the event.

Budget Monitoring:

Provide detailed costs to the relationship managers and project delivery teams. Track expenses and manage the production budget throughout the project lifecycle. Identify cost-saving opportunities, negotiate pricing, and reconcile invoices to ensure financial accountability and adherence to budgetary constraints.

Risk Management:

Identify potential risks and develop contingency plans to mitigate any issues that may arise during the production process. Anticipate and address logistical, technical, and operational challenges proactively to minimize disruptions to the event or brand activation. Ensure that all risks and issues are communicated as soon as possible, to all relevant stakeholders, inclusive of internal teams and clients.

Onsite Support:

Provide onsite support during events and activations to oversee setup, troubleshoot any issues, and ensure all production elements are executed according to plan. Serve as the primary point of contact for vendors, clients, and onsite staff to address any last-minute changes or emergencies.

Safety:

Ensure that events and activations are executed in line with the applicable health and safety standards and requirements, stipulated by local government, event organizers and clients.

Evaluation and Reporting:

Perform a post-production review of an event or activation, to incorporate new learnings into future production, to mitigate risks and negate failures. All post-production reviews must be documented in a professional manner, for presentation to internal teams and clients.

Desired Experience & Qualification

Requirements:

Proven experience coordinating production elements for events, brand activations, or experiential marketing campaigns. Strong project management skills with the ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously. Excellent communication, negotiation, and interpersonal skills. Proficiency in budget management and financial analysis. Familiarity with event planning software, project management tools, and Microsoft Office Suite. Ability to thrive in a fast-paced, dynamic environment and adapt quickly to changing priorities. Attention to detail and a commitment to delivering high-quality results.

Skills & Attributes:

Excellent interpersonal and written communication skills Strong organisational and time-management abilities High level of professionalism Ability to work independently and collaboratively Proficiency in Microsoft Office Suite Conflict resolution and problem-solving skills Ability to manage multiple priorities in a fast-paced environment Strong attention to detail and analytical thinking
Job Types: Part-time, Temp to perm

Ability to commute/relocate:

Cape Town, Western Cape 8001: Reliably commute or planning to relocate before starting work (Preferred)
Education:

High School (matric) (Required)
Experience:

event, production or project management: 1 year (Preferred)
Work Location: In person