Department Coordinator

This is a Full Time Job

THE JOB

The Experience Department oversees the look, vibe, and feel of C3 Present's festival portfolio, including décor, signage, and creative assets. The Experience Coordinator provides comprehensive administrative and logistical support to the department, ensuring projects run efficiently from advance through on-site execution.

Reporting to the Senior Experience Manager, this role interfaces closely with internal teams, vendors, contractors, and collaborators to support advancing, budgeting, scheduling, database management, and vendor payment and payroll processes. The scope of work varies based on project needs, and occasional on-site labor is required. Adaptability and attention to detail are essential for success.

WHAT THIS ROLE WILL DO
• Track departmental expenses, receipts, invoices and reimbursements throughout each project
• Assist with payroll expense management for project-based temp hires
• Liaise with C3 Contracting to ensure all vendors submit required paperwork
• Drive the advancing process for the Experience Department and its vendors through AMP
• Track deadlines and maintain systems for interdepartmental accountability
• Maintain and update project databases
• Research and source local vendor options
• Maintain the warehouse inventory logs, including loss and damages
• Support the Experience Department on-site with décor and signage needs, as required
• Offer creative solutions and contribute new ideas
• Manage vendor payments before, during and after festivals
• Coordinate department meetings, including agendas and note-taking
• Perform additional duties and projects as assigned

WHAT THIS PERSON WILL BRING
• Minimum of 1 year of relevant experience in related industry
• Self-motivated with a creative, solution-oriented mindset
• Enthusiastic, proactive and committed to excellence with a positive and collaborative approach
• Exceptional attention to detail with strong organizational skills
• Excellent verbal and written communication skills
• Strong problem-solving and critical thinking abilities
• Ability to prioritize and manage multiple projects in a fast-paced environment
• Proven ability to work professionally and effectively with internal teams and external partners
• Proficiency in Microsoft Office (Word, Excel, and PowerPoint)
• Experience with project and database management tools (internally – Asana, AMP, C3PO, Airtable, Dropbox)
• Demonstrated integrity, professionalism, and sound judgement
• Flexibility to work evenings, weekends, and extended hours during festival periods
• Ability and willingness to travel frequently

C3 CORE COMPETENCIES
• Demonstrate integrity in the way you operate in day-to-day business and the way you deal with people
• Communicate effectively with various audiences by organizing and delivering information appropriately and listening actively to others
• Proactively seek solutions to problems. Be enthusiastic and energetic in your approach to your job. Commit to putting in extra effort with a positive attitude.
• Be flexible in handling change, able to juggle multiple demands, and adaptable to new situations with fresh ideas or innovative approaches
• Stay composed, confident, optimistic, and in problem-solving mode when the going gets tough
• Possess the skills needed to perform your job well, paying close attention to detail, accuracy, and completeness

HIRING PRACTICES
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

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