AV/Event Coordinator

What this Job Entails:

The AVC’s prime function is to provide Event, AV and VC technical support and be the

main AV point of contact onsite.

The position involves a high degree of exposure, working sometimes with executives and

directors, to provide the services listed above and requires a flexible approach to working

schedules including early start and late finish and occasional weekend support.

Event Support  Hands-on delivery of events either on-site or remotely supporting other locations.  Operate event production equipment including but not limited to audio desk, lighting

desk, vision mixer, editing suite, studios and PTZ cameras.  Work with teams and stakeholders using ticketing or booking systems to coordinate

events.  Provide full event production support either on your own for smaller events or as part

of a team for larger events

 Manage the day-to-day housekeeping and maintenance of AV spaces/systems.  Work with clients/stakeholders who might not be technically minded in pre-

production to explain the capabilities of the space and go over best practice to ensure

the event is a success

 Provide feedback on possible enhancements and improvements to the space

 Manage client expectations on production issues

 Liaise across different levels within the immediate team, the client’s organization, and

third-party vendors

 Escalate any operational issues to the appropriate level of support and make

suggestions for improvements

 Produce event related and other types of reports as requested by the manager  Serves as the primary contact for event coordination requiring AV beyond the general

meeting setup

 Run AV events for corporate communications to employees, including pre-event

practice runs with speakers, testing of audio, video equipment, etc

 Consults with internal stakeholders to understand requirements for meetings in rental

spaces that do not have advanced AV setup.  Serve as key contact for third party AV vendors at venue locations.  Manage high profile, global events

 Ensure all equipment is operational prior to events, has been tested, and escalate when

there are issues that could impact the event.  Video/Audio encoding and editing skills.

Video / Audio Conferencing

 Video/Audio conference setup support  Ensure all equipment is operational in advance of meeting/event and handover to host

to be able to operate the call  Manages equipment and software upgrades

 Commissioning and testing of all new and relocated video conference systems

 Assist with support for video/audio conferencing problems. Investigate faults and

recommend further actions to rectify, working with external vendors when necessary.

AV Meeting Room Support  Ensure all multimedia/presentation rooms are maintained in good working order  AV equipment set-up and support  Presentation/multimedia meeting room support, including duration support  Assist with support for multimedia broadcasting

 Quick response to emergency/ad-hoc requests

Faults & Room Checks

 Carry out regular preventative room checks, ensuring all equipment functions

correctly in accordance with the room check procedure

 Ensure that all faults are reported in the correct way and in a timely manner  Proactive maintenance/reporting to ensure all AV equipment is always of the highest

standard and functioning correctly

 Providing support, including on-the-spot diagnosis and rectification of faults and

problems as and when they occur, escalating using established procedures

 Carry out all power down/up when required, usually involving out-of-hours overtime

commitments

General Duties

 Maintaining the cleanliness and presentability of all AV rooms, stores and equipment  Mentor other members of the team, including freelancers

 Assist with the training of all technical team members

 Advise clients on best practice

 Provide regular feedback and service improvements recommendations

 Focus on service/operational issues for review

Experience & Skills Required

 Flexible approach to working schedules to include out of hours (early or late) and

weekends

 Must have experience in managing events and webinars remotely via Google Meet/

Zoom / VMIX

 Working unsupervised

 Encoding of video and audio content.

 Media and web content integration (packaging). Knowledge of Windows Media,

Apple Quicktime, .mp4 and Flash encoding formats.

 Operating various types of equipment such as camera controllers, audio mixing desks

and lighting consoles

 Read and understand AV schematics

 Data gathering, reporting, metrics and administrative skills

 Liaising with clients and event planners on a daily basis - white glove customer

service approach

 Event support experience

 Excellent customer service skills and experience

 Excellent communication skills

 AV / VC Systems experience in a Corporate environment

 Ability to read building schematics and installation diagrams in order to troubleshoot

 Understanding of TCP/IP networking

 Understanding of different audio and video protocols and codecs required

 Ability to draft and present technical reports in English

 Providing feedback for service improvements

 3 years minimum experience in a similar role