Job Title: Production Coordinator
Reports To: Senior Manager of Events
Schedule: Thursday - Monday, Flex
FLSA Status: Non-exempt
The Production Coordinator is responsible for overseeing the coordination and execution of both internal museum events and rental events to ensure high-quality, seamless experiences for all guests, clients, and visitors. As the primary producer of events for museum programs and rentals, this position manages event logistics, client communication, vendor coordination, and on-site execution.
As a key member of the Events team, the Production Coordinator works alongside the Head of Event Production, Facilities Services, external vendors, and rental clients to facilitate successful events that reflect the museum's mission and operational standards.
Key Responsibilities
Event Coordination & Execution
- Plan, organize, and execute museum events, including both internal programs and rental events, from concept through completion.
- Coordinate logistics with departments, including Programs, Security, Facilities Services and Development as needed.
- Manage detailed event timelines, Banquet Event Orders (BEOs), floor plans, budgets, and post-event reports.
- Oversee event setup and breakdown, and serve as the on-site lead during events.
- Support the Development team in executing fundraising events
Rental & Client Management
- Guide clients through the planning process, providing information regarding museum spaces, policies, timelines, and operational requirements.
- Thoroughly and efficiently communicate with clients and guests, ensuring a great experience for all. Customer service is a top priority for this position.
- Liaise with external vendors, including caterers, rental suppliers, entertainment providers, audiovisual professionals, event planners, and coordinators.
- Ensure all events comply with museum event rules, safety standards, and contractually obligated guidelines.
- Serve as an on-site resource for clients and vendors, communicating and enforcing museum policies before, during, and after events.
Operational Support & Inventory Management
- Maintain, procure, and manage inventory of museum event supplies, furniture, and alcohol, ensuring accurate records are kept and communicated to the Finance department as needed.
- Communicate day-to-day event operations, inventory needs, and logistical concerns to the Head of Event Production.
- Maintain accurate documentation related to events, rentals, inventory, and vendor activity.
Team & Event Support
- Supervise event staff, bartenders, and contracted personnel as needed to support successful event execution.
- Collaborate with Guest Services, Facilities, Security, and Food & Beverage teams to ensure all events are operationally supported.
- Provide guidance and direction to event support staff during event setup, execution, and breakdown.
Qualifications
- Minimum of 3 years of event planning experience, including work on both public/internal and private/rental events.
- Strong organizational skills with the ability to manage multiple projects and competing priorities under tight deadlines.
- Excellent interpersonal, communication, negotiation, and customer service skills.
- Demonstrated ability to remain calm, flexible, and resourceful in fast-paced event environments.
- Proficiency in Google Workspace and event planning tools; experience with CRM systems preferred.
- Experience working with vendors, clients, and cross-functional teams.
- Availability to regularly work evenings, weekends, and holidays based on event schedules.
Work Environment and Physical Requirements
- This role requires working on-site, including evening or weekend hours to support events and museum activities.
- Long shifts may be required, including shifts with many hours on your feet
- Must be able to life heavy objects, up to 30 pounds
Compensation
$22 - $23.50/hour and benefits package
APPLICATION:
Qualified applicants, please send your resume and cover letter to Suzanna.Connolly@brooksmuseum.org. Indicate the job title “Production Coordinator” in the subject line. Memphis Art Museum is an equal opportunity employer.
Not sure you meet 100% of our qualifications? Recent studies show that men apply for jobs when they meet an average of 60% of the criteria, yet women and other people who are systematically marginalized tend to only apply if they meet every requirement. If you believe that you could excel in this role, we encourage you to apply. We are dedicated to considering a broad array of candidates, including those with diverse workplace experiences and backgrounds.
The Memphis Brooks Museum of Art/ Memphis Art Museum is an Equal Opportunity Employer and will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, sexual orientation, disability or veteran status.