Venue Logistics Coordinator
Austin Film Festival · Austin, TX
- On site
- Full-time
- $9,000 / year
- Austin, TX
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Job highlights
- Coordinate venue logistics, signage, and rentals.
- Manage volunteer teams for setup and breakdown.
- Oversee tech center operations and vendor relations.
- Handle budget, inventory, and customer service.
- Requires physical ability and high-stress management.
About the role
Venue Logistics Coordinator
Austin Film Festival (AFF) is seeking a dedicated Venue Logistics Coordinator to support our mission of furthering the art and craft of filmmaking.
About Us
Austin Film Festival furthers the art and craft of filmmaking by inspiring and championing the work of screenwriters, filmmakers, and all artists who use the language of film to tell a story. AFF is dedicated to providing unique cultural events and services, enhancing public awareness and participation, and encouraging long-lasting community partnerships.
Position Overview
The Venue Logistics Coordinator is responsible for organizing and executing all logistical needs regarding signage and related rentals at festival venues. This role also involves managing a team of volunteers for setup and breakdown across all festival and conference locations.
Key Responsibilities
- Organize and execute all logistical needs for signage and rentals at all venues.
- Manage a team of 10-15 volunteers for setup and breakdown across festival locations.
- Secure and manage a tech center for festival and conference operations.
- Coordinate move-in, maintenance, and move-out of the tech center, including internet setup.
- Fulfill City of Austin requirements in coordination with the Executive Assistant.
- Acquire necessary equipment and rentals, including banners, signs, director’s chairs, and pipe and drape.
- Serve as the point person for conference vendors and signage needs.
- Secure and manage walkie-talkies and AFF phones during the festival.
- Manage and adhere to a pre-determined budget.
- Ensure proper display of sponsorship banners and setup of sponsor events with the sponsorship team.
- Secure the proper number of director’s chairs for panels and Q&A sessions.
- Adhere to all signage needs for AFF TV Show and On Story®.
- Coordinate with venues and the audio-visual contractor for equipment setup and breakdown.
- Provide updates to the Conference team on venue setup and coordinate water supply.
- Complete Weekly Status Reports and attend weekly staff meetings.
- Provide exemplary customer service.
- Prepare wrap-up and completion materials, including inventory and invoicing.
Qualifications
- Ability to lift at least 25 lbs.
- Excellent analytical and problem-solving skills.
- Proven experience working with, communicating with, and managing a team.
- Excellent interpersonal skills and ability to exercise patience.
- Extensive customer service experience.
- Ability to prioritize and delegate in high-stress, high-volume situations.
- Ability to deal with last-minute changes effectively.
- Prior attendance at Austin Film Festival is a plus.
Hire Dates & Compensation
- Hire Dates: August 1st – November 15th
- Compensation: $9,000
- Work Hours: Full-time from July through November, with additional hours required on weekends and during peak festival periods.
Key Skills/Competency
- Logistics Management
- Volunteer Management
- Event Planning
- Signage and Rentals
- Budget Management
- Vendor Coordination
- Customer Service
- Problem Solving
- Team Leadership
- Austin Film Festival Operations
Skills & topics
- Venue Logistics Coordinator
- Event Logistics
- Volunteer Management
- Film Festival Operations
- Site Coordinator
- Event Staffing
- Logistics Coordination
- Austin Film Festival
- Event Setup
- Event Breakdown
How to get hired
- Tailor your resume: Highlight logistics, volunteer management, and event coordination experience.
- Craft a compelling cover letter: Express your passion for film and ability to manage details.
- Apply via the provided link: Submit your resume, cover letter, and references through http://bit.ly/affjobs.
- Prepare for the interview: Be ready to discuss problem-solving, delegation, and customer service skills.
- Showcase your organizational skills: Emphasize your ability to handle high-stress, fast-paced environments.
Technical preparation
Familiarize yourself with event logistics software.,Review venue setup and breakdown best practices.,Understand AV and tech center operational needs.,Prepare for budget tracking and inventory management.
Behavioral questions
Describe a time you managed a volunteer team.,How do you handle last-minute changes?,Share an experience managing a budget.,How do you ensure excellent customer service?
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Frequently asked questions
- What is the duration of the Venue Logistics Coordinator role at Austin Film Festival?
- The Venue Logistics Coordinator position is a temporary role, with hire dates from August 1st to November 15th. The work hours are full-time from July through November, requiring additional hours during peak festival times.
- What is the compensation for the Venue Logistics Coordinator position?
- The compensation for this role is a total of $9,000 for the duration of the contract.
- What are the main responsibilities of the Venue Logistics Coordinator at Austin Film Festival?
- The main responsibilities include managing all venue logistics for signage and rentals, coordinating volunteer teams for setup and breakdown, overseeing tech center operations, vendor relations, budget adherence, and ensuring smooth event execution.
- What qualifications are essential for the Venue Logistics Coordinator role?
- Essential qualifications include strong analytical and problem-solving skills, experience managing teams, excellent interpersonal and customer service skills, and the ability to prioritize and delegate in high-stress situations. Physical ability to lift 25 lbs is also required.
- How should I apply for the Venue Logistics Coordinator position at Austin Film Festival?
- To apply, you need to submit a current resume with at least three references and a cover letter via the provided application link: http://bit.ly/affjobs.
- Is prior attendance at the Austin Film Festival a requirement for the Venue Logistics Coordinator role?
- Prior attendance at the Austin Film Festival is considered a plus, but not a strict requirement. It can demonstrate your familiarity with the event, which may be beneficial.
- What kind of volunteer team will the Venue Logistics Coordinator manage?
- The Venue Logistics Coordinator will secure and manage a robust team of 10-15 volunteers to assist with day-to-day load-ins and outs, setup, and breakdown during the festival.
- Does this role involve budget management for the Austin Film Festival?
- Yes, the Venue Logistics Coordinator is responsible for managing and adhering to a set, pre-determined budget for logistics and operational needs.