Conference and Event Branding and Print Production Coordinator

A Conference and Event Branding and Print Production Coordinator serves in a support or lead position for all programs assigned after the sale process. The primary projects assigned to the position are related to the coordination of printed signage and branding.

The goal is to always provide exceptional service and to ensure customer satisfaction. A Conference and Event Branding and Print Production Coordinator can accomplish this goal by implementing the metroConnections Brand Pillars in everyday work functions with internal colleagues and external clients and partners: Connection, Innovation, Adaptability, Partnership, Dependability, Execution.

This is a full-time, salary, bonus-eligible, hybrid position. Work locations will include independent remote/work from home, occasional team office work in Burnsville, MN, quality check reviews at print vendor facilities, and on-site event work (within the Twin Cities, domestically, and internationally, including overnight travel).

Position Responsibilities include, but are not limited to:

• Work collaboratively with all service teams within metroConnections.
• Participate in all aspects of metroConnections where appropriate/when assigned.
• Support or lead efforts to enhance and further develop the processes and service offerings at metroConnections, particularly in the area of printed signage and branding coordination.
• Serve as support or lead representative for assigned programs to clients, vendors, graphic designers, the Sales Manager, the Program Lead, and other service teams.
• Support and/or lead program planning of various types of programs such as: Recognition Trips, National Sales Meetings, User Conferences, Tradeshows, etc.
• PROJECT KICK OFF: Support or lead the Project Hand-Off Phase from the Sales Manager, once project is assigned, following established processes, such as:
  • Schedule meetings with sales manager to review project.
  • Organize and update group folders & documents on local shared drive.
  • Confirm and update project entries in inventory system (Flex Rentals).
  • Create and manage all Smartsheet, OneDrive and other core planning softwares.
  • Communicate with Operations Team.
  • Budget by inputting estimated costs into profit sheet. 
• PRE-PROGRAM: Support or lead the Coordination Phase for assigned projects, following established processes:
  • Coordinate and communicate with internal teams and external partners while keeping information about the graphic design and print needs centrally organized. Compile and organize graphics specifications grids for print graphics. 
  • Coordinate and communicate with clients regarding print graphic needs, requirements, recommendations, creative, and approvals.
  • Receive and review graphic design specifications.
  • Coordinate and communicate with internal and external graphic designers regarding graphic design needs for print production.
  • Recommend printed graphic substrates, finishing options, hardware, installation methods, and vendors, with internal support from fabricators and designers.
  • Coordinate and communicate with print vendors regarding print needs: request quotes, communicate timelines, and provide files. Submit finalized/approved signage graphic files to printer for print and lead the process for approval of proofs.
  • Cross-check signage quote from printer, send revisions if needed, and devise an internal asset timeline for deliverables.
  • Coordinate and communicate with internal team members regarding the development, production, and testing of printed graphics, following established processes.
  • Lead quality check reviews at print vendor and metroConnections facilities.
  • Communicate and coordinate with internal teams: Operations, Shop, Design, Sales, etc.
  • Correspond with vendors – check availability/options, negotiate rates, book services, etc.
  • Correspond with venue/event site contacts – logistics planning, scheduling, etc.
  • Correspond with clients – finalize details and logistics during planning process.
  • Coordinate financial details with Accounting Team: accounts receivable, accounts payable, etc.
  • Coordinate on-site staffing needs.
  • Design or refine existing event layouts.
  • Edit and finalize all program and on site documentation, following established processes.
  • Create, format, and save all project documents in program folder (SharePoint) and program workspace (Smartsheet) throughout planning process.
  • Arrange and lead site visits at event sites.
  • Shop for/order event supplies.
  • Pull and sort event supplies for truck loads. Participate in truck loads reviews.
• DURING PROGRAM: Participate in On-Site Coordination during the On-Site Execution Phase of assigned projects:
  • Serve as overall lead or support on-site. Includes extended travel days onsite for set-up, teardown, venue and client needs.
  • Lead and direct the on site operations of the program.
  • Lead or support venue communications.
  • Act as main contact and liaison for client, venue and vendors.
  • Trouble-shoot throughout on-site execution phase.
  • Manage and direct vendors.
  • Trouble-shoot throughout on-site execution phase.
  • Take photos of event setups.
• POST PROGRAM: Support or lead the post-program follow up phase of assigned projects:
  • Put items away in warehouse.
  • Inventory new items for storage/update existing inventory details.
  • Upload, save, and share event photos.
  • Compile and share debrief notes. Communicate updates and learning experiences to internal teams.
  • Communicate updates and learning experiences to internal teams.
  • Finalize financial details with Accounting Team: accounts receivable, accounts payable, etc.
  • Close project within 60 days of event.

Minimum Qualifications include:

• Technology literate with a passion for learning new things; an expert in the most frequently-used platforms.
• Exhibit strong computer and technical skills; proficiency in Microsoft Office including PPT, Word, Excel, and Outlook.
• Enthusiastic learner; learn quickly.
• Work independently to come up with viable solutions.
• Provide excellent customer service via email, on the phone and in-person.
• Take direction from multiple managers or team members, as well as having a good understanding of with whom to advise/consult in the event of conflicting instruction.
• Multi-task efficiently and provide detailed work while maintaining big-picture thinking.
• Strong organizational skills, with the ability to stay focused on tasks, as well as a strong attention to detail and organization/documentation.
• Demonstrate common sense, comprehend instructions, interpret documents, and apply abstract principles to a wide range of complex tasks.
• Excellent oral and written communication, including presentation skills (English is the primary language).
• Understand the meanings of words and effectively respond, analyze information, and write reports, and comprehend complex issues and communicate effectively to diverse groups.
• Perform basic arithmetic accurately and compute rates and percentages.
• Ability to work well in a team environment; able to collaborate and compromise, both as a lead and support role.
• Manage stress successfully: adapt to change, trouble-shoot, and make decisions while maintaining a calm and respectful demeanor.
• Work successfully with many different types of personalities.
• Possess strong leadership skills and an outgoing personality.
• Maintain a cheerful and positive attitude.
• Maintain a presentable appearance as many work functions are performed in or adjacent to a corporate atmosphere.
• Ability to handle work-related stress; handle multiple priorities simultaneously; and meet deadlines.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• The employee must be able to lift up to 40 pounds.
• The employee may exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push or otherwise move objects.
• This is a sedentary position that requires the employee to sit for extended periods of time without being able to leave the work area.
• The employee will experience repetitive motion, substantial movements (motions) of the wrists, hands, and/or fingers.
• The employee will type or otherwise work primarily with fingers.
• The employee will be required to stand or walk for long periods of time.
• Regularly required to talk/hear.

Preferred Qualifications include:

• 2+ years of industry or related experience.
• Third-party planning experience.
• Experience working with graphic designers and print vendors.

Benefits Package Highlights:

• Comp Time for on-site program hours worked over 40
• Overnight Program Travel Bonuses – $50.00 per night for overnight program travel
• Paid Time Off – Starting with 15 PTO Days
• Paid Holidays – 9.5 Days Annually, including Employee-Owner Appreciation Day (first Friday of March)
• Summer Fridays – Reduced Business Hours on Fridays during Summer Months
• Employee-Owned – Employee Stock Ownership Plan – Retirement Plan 100% funded by the company
• 401(k) Retirement Plan with company match
• Medical and Dental Insurance – 50% company paid
• Options for Voluntary Disability Insurance, Voluntary Vision Insurance, Voluntary Life and AD&D Insurance
• Parental Leave – 10 Days Paid
• Bereavement – Up to 5 Days Paid per occurrence
• Annual Uniform Allowance
• Monthly Cell Phone Reimbursement

Compensation:  

• $50,000.00 – 55,000.00 annually.

Please send your resume to jobs@metroconnections.com.  No phone calls please.

AI for screening candidates has its limitations and potential biases and should not replace human decision-making in hiring. To find the best candidates for our organization, metroConnections does not utilize AI for candidate screening.