Audio Visual Scheduling Coordinator - Live Events

Role Description: The Audio Visual Scheduling Coordinator – Live Events is a full‑time, on‑site role based in Wixom, MI, responsible for organizing and scheduling audio‑visual resources for live events. This role coordinates AV equipment, technicians, and event timelines to ensure that all technical elements are prepared and delivered according to client and internal requirements. Daily tasks include managing event schedules, confirming equipment availability, communicating with internal teams and clients, and updating documentation and calendars. The coordinator works closely with production staff to track changes, resolve scheduling conflicts, and support smooth execution of live audio, video, and lighting setups. This position also assists with basic administrative tasks related to event logistics and provides responsive customer service before, during, and after events.

Qualifications: Strong understanding of Audio Visual (AV) Systems and Audio‑Visual Production for live events. Effective Communication skills to collaborate with internal teams, technicians, and clients. Demonstrated Customer Service skills to support clients and resolve scheduling or event‑related issues. Familiarity with Video Conferencing technologies and coordination of hybrid or virtual event setups. Experience in scheduling, logistics coordination, or event operations, ideally in an AV or live events environment. Proficiency with scheduling tools, project management or calendar software, and basic office applications. Strong organizational skills, attention to detail, and ability to manage multiple events and deadlines. Ability to work on‑site in Wixom, MI and occasionally support events outside standard business hours as needed. Scheduling and Labor Coordination Maintain schedules for full-time employees and freelance event personnel. Track tentative, held, and confirmed event assignments. Contact freelancers to confirm availability and job assignments. Distribute and confirm call times, locations, positions, and relevant event information. Update scheduling information in Excel, Flex Rental Solutions, and shared company documents. Communicate schedule changes to project managers, technicians, freelancers, and other affected departments. Identify potential staffing conflicts, coverage gaps, and scheduling concerns. Maintain accurate freelance contact, availability, position, and rate information. Follow up on outstanding crew confirmations and scheduling requests. Administrative Support Provide direct administrative support to the Director of Live Events. Maintain task lists, reminders, records, and departmental documents. Assist with routine correspondence and internal follow‑up. Prepare spreadsheets, reports, meeting notes, and other documents as requested. Collect information from project managers, employees, freelancers, vendors, and other departments. Help ensure deadlines, approvals, and outstanding action items are completed. Maintain organized electronic records and filing systems. Handle employee, financial, and company information with appropriate confidentiality. Complete routine administrative tasks so department leadership can remain focused on event execution, management, client relationships, and sales. Approve and revise timecards for hourly employees. Administrative Support Provide direct administrative support to the Director of Live Events. Maintain task lists, reminders, records, and departmental documents. Assist with routine correspondence and internal follow‑up. Prepare spreadsheets, reports, meeting notes, and other documents as requested. Collect information from project managers, employees, freelancers, vendors, and other departments. Help ensure deadlines, approvals, and outstanding action items are completed. Maintain organized electronic records and filing systems. Handle employee, financial, and company information with appropriate confidentiality. Complete routine administrative tasks so department leadership can remain focused on event execution, management, client relationships, and sales. Approve and revise timecards for hourly employees. Expense and Spending Administration Collect, organize, and track receipts and purchasing documentation. Prepare and submit expense reports for the Director of Live Events. Assign expenses to the appropriate event, department, purchase order, or account. Assist with credit‑card reconciliation and documentation. Maintain accurate records of departmental and event‑related spending. Identify missing receipts, incomplete information, duplicate charges, or other Prepare basic spending summaries and reports as requested. Freelance Invoice Review Receive and organize freelance labor invoices. Verify event dates, job assignments, labor positions, approved rates, hours, overtime, travel, and authorized expenses. Compare invoices with crew schedules, purchase orders, and available event information. Confirm that charges are assigned to the correct event. Identify missing information, billing errors, duplicate charges, and other Coordinate with freelancers and project managers to resolve invoice questions. Submit complete and verified invoices to accounting for approval and processing. Track missing, corrected, and outstanding invoices.

Required Qualifications: Knowledge of the AV industry and familiarity with the local freelance market.

Preferred Qualifications: Previous scheduling, administrative, purchasing, or operations experience.