Sales/Production Assistant

Job Description

 

The sales/production assistant’s primary responsibility will be to support the creative director and coordinate between the design and production teams to improve communication and efficiency in producing events. This position will report directly to the creative director and help them to be more productive by ensuring that detailed information is gathered, input in the job file, and distributed to the appropriate team members, vendors, and clients.

 

This will include responsibilities in multiple categories including:

 

 

• Sales & Design:

  • Attending initial client meetings with the creative director and taking detailed notes for the job file, including logistic information such as load in/out access and timing.

  • Communicating with clients to gather logistic information (such as set and strike timing) and floorplans, have graphic proofs approved, and other pre-production work.

 

• Ordering & Pre-production

  • Helping to manage and track orders and quotes for custom fabrication, graphics, sub-rentals, and other items throughout the planning process.

  • Updating the orders section in the RPS management app, confirming when items have been ordered, checking orders for accuracy, and continuing to monitor and update orders throughout the production process.

  • Communicating with external vendors to ensure that they have the materials and information they need to process orders.

  • Working with the production team and director of operations to schedule pickups for subrentals, graphics, and other orders.

  • Organizing and maintaining an area in the warehouse to collect ordered items waiting to be loaded for jobs.

  • Ensuring that rental items are returned to vendors after jobs.

  • Inputting newly ordered items into digital inventory.

 

• Production & Operations

  • Reviewing upcoming events with the creative director and director of operations to help ensure that the production team has all the information needed for a successful job.

  • Working with the production team to address questions about orders and job logistics as needed.

  • Going on job sites as needed to fill in for event producers or the director of operations and lead the event set up.

  • Reviewing floor plans, renderings, and/or production schedules with operations to ensure that the production team has the most accurate and up-to-date information for the job.

  • Creating a packet of information to hand off to operations that includes, as necessary, all floor plans, orders, contracts, timelines, renderings, and a contact list for clients and vendors.

  • Making minor adjustments to existing proposals (such as changing linen counts based on final table numbers) and ensuring that the director of operations is aware of changes.

 

• Digital Marketing

  • Taking photos of décor at events for marketing purposes

  • Consolidating event photos from multiple sources post-event and ensuring they are in the event file.

  • Publishing event photos and descriptive copy on the website post-event.

  • Posting photos of events and writing copy for Instagram, Facebook, and Pinterest.

  • Working collaboratively to develop engaging social media campaigns; making suggestions for improvements.

  • Scheduling and copy writing for general social media postings.

 

• Invoicing & Post-Event Client Communication

  • Invoicing clients (deposit, final, and additional items)

  • Following up with clients post-event

  • Checking in with clients regularly for annual events

  • Ensuring that there are signed copies of the proposal in event files

 

Desirable Skills & Attributes:

 

• Technological knowledge of:

  • MS Office suite

  • Adobe suite

  • Canva

  • Wix

  • Hootsuite

  • Sketchup, or comparable 3D rendering software

  • Social Tables, and other online floorplan programs

• Flexible schedule, with the ability to work evenings and weekends as needed

• Reliable transportation, with the ability to travel for events

• Ability to multi-task and prioritize in a fast-paced work environment

• Experience in the events industry, specifically in production and design

• Descriptive writing/copy writing ability

• Bi-lingual (English-Spanish) is a plus

 

Pay & Benefits:

 

Starting wage: $25/hour

Full time work is eligible for health benefits and 401K

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