Show Coordinator

The coordinator assists with attraction documentation, including but not limited to deliverables lists, request for proposal (RFP) documents, attraction design drawings, attraction scope, and all other pertinent attraction records and with administrative and clerical processes in support of the development of projects. Includes both routine and non-routine administrative assignments in support of the project team. Collaborates with show producer and project director on the organization and submission of all project-related documentation required for third-party intellectual property (IP) approval and ensures that the database is maintained to reflect accurate records, including transmittal of all pertinent project correspondence and listed show/ride elements. Ensures that current information on project scope, budget, schedule, procurement, and development strategies is organized and all project team members are informed and have access. Contributes to the facilitation, organization, and reporting of project team meetings and maintains action item lists with responsibilities, duties, and status. Partners with the project’s producers to complete special assignments. Ensures timely and accurate processing of Directives and Change Orders. Understands and actively participates in environmental, health, and safety responsibilities by following established UO policy, procedures, training, and team member involvement activities. Facilitates proactive communication with the assigned project team to help the team stay aligned and informed. This includes creating and distributing agendas, taking and publishing meeting notes, and sending out other project-related updates in a timely manner. Under direction of project management, prepares contract commitment and change order requests, design/field directives, payment schedules, close out documentation, purchase orders, and other contract-related documents based on established forms and systems. Supports the project team with the compilation and review of requests for proposals. Provides general administrative support and performs clerical duties for project team managers and reps, including calendar management, expense reports, travel arrangements, and routine correspondence. Schedules and coordinates project meetings and/or conference calls with internal and external clients and vendors. Distributes meeting minutes, initiates and follows-up with action items on behalf of the appropriate parties in the office. Compiles, updates, and maintains project reports on spreadsheets, Word, and databases. Refers project data/information to the appropriate parties. Maintains electronic and hard-copy project files in a retrievable and achievable manner. Processes security clearances, reprographic and express delivery orders. Assists office manager when needed. Performs other duties as assigned.