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Unboxed Group · 1 week ago

Experiential Event Coordinator

Los Angeles, CA

Full-time

Onsite

Entry Level

1+ years exp

Unboxed Group is a leading experiential design and production company that specializes in creating unforgettable moments and immersive experiences. The Experiential Event Coordinator will support the execution of events by managing logistics, coordinating vendors, and maintaining communication across teams to ensure seamless operations.

Events Services

Responsibilities

Support daily production workflows by maintaining timelines, trackers, and documentation

Update schedules, call sheets, crew lists, and production documents with accuracy

Flag timeline or information gaps to the Senior Coordinator or Associate Producer

Coordinate meeting logistics, assist with agendas, and distribute notes and follow-ups

Conduct initial vendor, venue, and crew research and gather availability

Request quotes and prepare organized comparison sheets for senior review

Manage vendor paperwork, including COIs, W-9s, contracts, and onboarding materials

Handle vendor communication follow-ups and deadline reminders

Maintain organized expense documentation, receipts, and transaction support

Update budget and PO trackers with assigned line items and actuals

Prepare draft POs and route invoices for approvals

Assist with budget reconciliation prep by ensuring accurate documentation

Draft production updates, confirmations, and logistical memos for review

Ensure accurate, timely communication across internal teams (creative, operations, finance)

Support production leadership on client calls by capturing notes and action steps

Maintain updated inventory logs for production equipment, signage, supplies, and event assets

Coordinate check-in/check-out of equipment to ensure accuracy and accountability

Assist with prepping shipments, packing lists, and labeling for events or productions

Monitor stock levels and flag replenishment needs to the Senior Coordinator or Associate Producer

Conduct periodic inventory audits and ensure documentation remains current

Assist in creating production materials such as maps, schedules, signage, labels, and packets

Support on-site operations during load-in, show days, and strike

Help manage staff check-ins, distribute materials, and communicate real-time updates

Collect, organize, and file releases, timecards, and post-event paperwork

Maintain organized folders, naming conventions, drives, trackers, and production systems

Ensure data accuracy and alignment across documents and timelines

Suggest incremental operational improvements that enhance team efficiency

Uphold production standards across all documentation and communication touchpoints

Qualification

Event planningVendor managementProduction coordinationGoogle SuiteOrganizational skillsCommunication skillsTeam playerAdaptability

Required

1-3 years of experience in event planning, brand marketing, or experiential marketing

Experience working with consumer lifestyle brands

Strong organizational skills with the ability to manage multiple events and deadlines simultaneously

Excellent verbal and written communication skills

Proficiency with Google Suite and capable of making client facing slides

Familiarity with production schedules, vendor management, and on-site event logistics

A passion for storytelling, branding, and creating standout customer experiences

25% travel expected

Flexibility to work non-traditional hours based on event schedules

Physical requirements include sitting for extended periods, standing/walking for onsite work, lifting/moving of up to 25 pounds and occasionally heavier items

While working onsite, must be able to work outdoors in various weather conditions as needed

Must have a personal vehicle for occasional local travel - mileage compensation provided

A valid driver's license