EVENT PRODUCER

FULL TIME POSITION

SALARY PLUS COMMISSION

PAID VACATION & SICK/PERSONAL TIME DURING FIRST YEAR OF EMPLOYMENT

ELIGIBLE FOR FULL BENEFIT PACKAGE:  HEALTH, DENTAL, VISION, FSA, STD, LTD, LIFE INSURANCE, 401K, AND CELL PHONE REIMBURSEMENT

MONDAY – FRIDAY 8:30AM – 5PM.  EVENINGS & WEEKENDS, OFTEN AS NECESSARY

REPORTS TO:  SALES PRODUCTION MANAGER, WORKING DIRECTLY WITH EVENT SALES DESIGNERS

DIRECT REPORTS:  NONE

 

The Event Producer provides clerical, online and on-site support for the Event Sales staff for a variety of aspects for HMR Designs’ business. Responsible for heavy client contact, calendar/meeting coordination, proposal/contract/file maintenance and tracking of deadlines.  Serve as liaison between HMR colleagues and the Event Sales staff for the communication of necessary event-related information.  

 

QUALIFICATIONS:

  1. Pleasant, enthusiastic, confident and professional demeanor in interactions with clients and colleagues.
  2. Excellent phone etiquette and communication skills (written and verbal).  High attention to detail and proofreading skills.
  3. Punctual and able to work with minimum supervision.
  4. Able to multitask and give direction to HMR colleagues.
  5. Strong project management, time management, and organization skills. Track and meet deadlines.  
  6. Customer service driven.  
  7. Flexibility and adaptability to respond to moving business requirements.
  8. Proactive approach in anticipating and handling assignments and potential conflicts.
  9. Proficiency in the use of Google Drive, E-Mail, Internet searches, and Adobe Illustrator.  Social Tables a plus.  
  10. Ability to quickly learn and utilize HMR Direct (HMR’s proprietary event management software system)
  11. Stylish business casual dress & excellent personal grooming required daily.
  12. Relevant experience in event/design/floral/fashion industry.

 

RESPONSIBILITIES / REQUIREMENTS:

  1. Provide proactive support to Event Sales staff in all aspects of the business.
  2. Use the HMR Direct system to:
  • Create proposals & Creatives (event blueprints), providing specs and pricing.
  • Check inventory.
  1. Proactively monitor the Event Sales Process timelines/deadlines to ensure all are met.  Update Event Tracker to reflect completion dates.  
  2. Monitor custom projects to ensure that:
  • Department Managers provide pricing in Direct.
  • Materials are ordered through the proper department.
  • Production meets deadlines.
  1. Attend and participate in a weekly Production meeting.  Provide HMR colleague’s necessary details on events.
  2. Attend client meetings and mock-ups, as necessary, with Event Sales staff, taking careful notes detailing meeting content.  Collaborate with Event Sales, Floral Designers, Woodshop, and Art & Fabric Departments to formulate concepts and ideas.
  3. Conduct venue site surveys (of the dock, loading area, service entrance, elevator, stairway, doorways, event rooms, storage area, etc.) to prepare for the safe and successful installation/dismantle of proposed décor items.
  4. Source and manage event rental items through subcontractors.  Furnish Accounting department with required contracts and invoices in a timely manner.
  5. Distribute Creatives and any revisions to required staff.  Produce well organized ‘Day of Event’ folders.
  6. Confirm event timelines with clients and/or planners.  Liaison with Logistics, Dispatch and Installation crews to ensure that event details are clearly communicated and that timelines are well understood.  
  7. Maintain consistent, close communications with Management to identify potential event issues focused on a swift and logical resolution.
  8. Manage flawless execution of all elements on-site as Event Sales Lead or assist Event Sales staff to include:
  • Organize HMR staff, give directives and make certain that timelines are met.
  • Arrange for HMR staff breaks/lunch, inclusive of providing for staff meals, as needed.
  • Ensure that all client initiatives and requirements are achieved.
  • Liaison with the venue, subcontractors and/or planner staff.
  • Troubleshoot any issues, providing reasonable resolutions.
  • Photography

 

ADDITIONAL RESPONSIBILITIES:

  1. Create inspiration boards and floor plans.
  2. Utilize the company’s Google calendar to reflect up to date information on the schedule for self and the Event Sales staff.
  3. Prepare conference rooms for client visits.  Arrange for any food or beverage service, above the customary offerings.  Arrange for props/linens to be ready for meetings and returned to proper storage areas after meetings.
  4. Check that all mockup elements and event pieces are properly constructed, each meeting the HMR Design standard.
  5. Assist the Event Sales staff to plan, install and attend HMR promotional events.
  6. Create correspondence, lists, reports and other documents, as necessary.  
  7. Handle small or last-minute orders with clients directly.  
  8. Formulate ideas to streamline processes and procedures, utilizing a creative and forward-thinking approach.
  9. Provide coverage in the reception area during lunch/breaks, as necessary.
  10. Special projects, as needed. 

 

The above-noted job responsibilities/requirements are not intended to describe, in detail, the multitude of tasks that may be assigned but rather give the Event Producer a general sense of the responsibilities and expectations of his/her position.  As the nature of business changes so, too, may the essential functions of this position.