Production CoordinatorMendocino Coast Healthcare Foundation
Reports to: Development Director
Classification: Part-time (.60 FTE), non-exempt (hourly) position
Under the supervision and direction of the Development Director, the Production Coordinator assumes primary responsibility for the logistical coordination of Winesong!, an annual wine tasting and charity auction. Works as part of a team of staff, consultants, outside contractors and volunteers dedicated to the successful outcome of Winesong! The Production Coordinator will assist with additional events and projects as available and at the request of the Development Director.
- Experience coordinating a large-scale event
- Excellent communication and organizational skills
- Experience working in a professional and positive manner with multiple layers of personnel, donors, vendors, sponsors, volunteers, contractors, etc.
- Computer literacy, skilled in Microsoft & event software programs
- Ability to effectively handle multiple tasks & extreme deadlines
- Experience in supervising and directing a large volunteer pool
- Ability to work well under pressure; maintain composure & problem solve
- Ability to stay on task, on budget, and on a given timeline
- Ability to build and maintain positive relationships
Duties / Job Description:
Setting Standards & Procedures: Develop production standards for Winesong, including relevant components of the Winesong Procedures manual, training/instruction documents for volunteer teams (in collaboration with Volunteer Coordinator), and effective event communication tools.
Technology: Ensure all computer and telecommunications equipment is compatible with each other and enables team to work without constraints; coordinates internet service at event sites.
Budget: Work with Development Director on yearly Winesong budget, work to stay within constraints of budget throughout planning and execution of Winesong! and other events.
Community Partnerships: Develop positive and mutually beneficial partnerships with other local organizations to successfully execute Winesong!
Site logistics: Work with event production contractor to organize tents, tables/chair, video displays and other details. Schedule dumpsters & porta-potties; arrange mowing of fields; watering dirt roads; VIP parking lot striping; and signage. Meet with Botanical Gardens staff to review plans for the year and coordinate logistics.
Misc. Production, Scheduling, and Ordering: Organize and distribute auction paddles, tasting trays, wineglasses, tablecloths and linens, volunteer vests, and additional rental items; order food for barbeque, vendor and volunteer breakfast. Maintain inventory of event items and equipment.
Insurance, Permits, Licenses & Security: Through collaboration with other staff, confirm all required insurance, permits and licenses are current and on file—i.e.: county festival license, ABC licenses; obtain permission for private parking lots; and arrange for security officers.
Transportation: schedule and organize shuttles and “safe rides” for the day of the event.
Volunteers and Volunteer Captain Teams: In coordination with Volunteer Coordinator work with 25 – 30 volunteer team captains; oversee coordination of approximately 250+ volunteers; attend meetings; review plans for the year; order supplies; distribute volunteer materials; participate in Volunteer Captains Wrap-Up: review captains’ event experience and recommendations.
Trouble Shoot/Problem solve at event: working on site at the event to coordinate vendors, volunteers, musicians; lead day-of staff for all other logistic event components so that event executes seamlessly, supports teammates.
Additional Foundation Events: attends additional Foundation public events as appropriate;
coordinates logistics and assists in development of new events and projects at the request of the Development Director.
Other duties as assigned.
Availability for occasional business travel; available for meetings at times when vendors, contractors, partners, and staff and board members are available
Ability to stand/walk on uneven terrain for several hours, ability to sit for extended periods, and the ability to lift/carry objects weighing up to 40 lbs.
Reliable vehicle, valid California driver’s license, clean driving record, and proof of insurance ($100,000/300,000/100,000)