Show Coordinator (Project-Based Role)

About the role

Job Disclosures: Location: (On-site) Los Angeles, CA

Project-Based Role: This is a project-based position with an anticipated duration of 5 weeks.

Compensation

The hourly range for this position is $25.75/hr-$33.77/hr. "Off-scale hourly rates" and other components of pay, i.e., an hourly rate that is higher than the published system-wide hourly rate at the designated position grade, are offered when necessary to meet competitive conditions.

Job Summary

Meow Wolf is seeking a Show Coordinator with exceptional organizational skills to join our Show Management team. This role will assist Show Leadership in overseeing the design, development, and delivery of exhibition elements, including deliverables for all Show disciplines involved in the project.

The Show Coordinator plays a pivotal role in the success of a production, ensuring clear communication and coordination between all parties involved by meticulously documenting every aspect of the show.

The Show Coordinator maintains detailed records of show elements, schedules, and progress; facilitates information exchange between departments, vendors, creative teams, and project leaders; and proactively identifies and resolves potential conflicts or issues.

As a central point of contact for all show-related information, the Show Coordinator disseminates updates, changes, and other pertinent details to relevant parties in a timely and effective manner. This role requires exceptional organizational, communication, and interpersonal skills, in addition to a general understanding of the design and production process and the ability to perform well under pressure and tight deadlines.

Key Responsibilities

• Assist Show Managers on assigned creative studio projects, providing support according to their needs.
• Collaborate with Show Managers to help find creative solutions to emerging problems.
• Maintain Show documentation, project folders, submittals and transmittals.
• Facilitate team check-ins and meetings, including preparing agendas, recording and distributing meeting notes, and ensuring all agenda items are addressed.
• Track and maintain open/action item lists and Communication Logs for the Show team.
• Oversee the distribution and organization of construction drawings, ensuring proper archiving from initial issuance to final stages.
• Manage drawing review sessions, track feedback from team members, and follow up to ensure prompt collection.
• Support Show Management with the creation, execution, and management of vendor contracts.
• Contribute to and maintain work scope lists, element lists, deliverables matrices, shipping documents, and design inputs.
• Tracks the status of Show elements for testing, integration, fabrication, shipping, and installation.
• Coordinate inspections and documents room status; facilitating field inspection, buy-offs and reports.
• Complete additional tasks as assigned to support the Show team.

Required Qualifications

• You have exceptional organizational, communication, interpersonal, and management skills paired with a desire to learn.
• You are a positive, proactive, and collaborative team player with a strong work ethic and the ability to excel in a large, creative environment.
• You have the ability to work effectively under pressure, meet deadlines and drive projects to completion, particularly within complex schedules.
• You are equipped with experience working in an environment where discretion regarding sensitive or confidential information is required.
• You come to the table with knowledge of document management, transcription and other administrative procedures.
• You possess the ability to balance between project delivery goals while being empathetic to the project team to foster a harmonious environment.
• You bring a minimum of 2 years related experience in theatre, design, construction, or fabrication.
• Previous experience in Show/Project Management, Stage/Production Management, Coordination, or related Admin role.
• You possess familiarity of core platforms and programs as they will be utilized on a daily basis:
• Google Suite and/or Microsoft Office, Bluebeam/Acrobat, and Airtable or similar database software.
• Scheduling/Planning Software

Work Environment and Physical Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed must be representative of the knowledge, skills, minimum education, training, licensure, experience, and/or ability required.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and scanners. This position also works in an indoor setting with exposure to noisy environments, dim lighting, strong visual effects, including strobing lights, special effects, fog machines, and small and/ or enclosed spaces. This job also frequently operates at off-site locations.

Physical Demands

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. Physical ability to walk, stand, take stairs/slides/elevators, and navigate the elements during the day and night.

• Employees may be required to remain in a sitting or standing position for prolonged periods, and repeat motions that may include the wrists, hands, and/or fingers.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Must be able to lift up to 15 pounds at times.

Work Schedule

This is a full-time position, and hours of work and days are Monday through Friday, 9 a.m. to 5 p.m. or 10 a.m. to 6 p.m. Occasionally requiring flexibility to work during evenings or weekends based on business needs, especially during installation phase at project site locations.

Supervisor Responsibilities

• This position does not require supervisory responsibility.
• Travel
• No travel is required.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Impact

• Meow Wolf is committed to our DIY roots and grassroots community support principles.
• To document that commitment, we converted our legal designation into a Delaware Public Benefit Corporation and have certified as a B Corporation.
• As a B Corp, we have a triple bottom line of supporting financial, social and environmental wellbeing in our community.

Benefits

The choices we make concerning our benefits during enrollment periods are among the most important we select for ourselves and our families. As part of the total compensation package for full-time employees, Meow Wolf offers a comprehensive benefits package that includes various options to meet individual healthcare and financial needs along with many perks.

• Medical Insurance options: PPO & HDHP*
• Dental and Vision Insurance*
• HSA, HRA, and FSA options*
• 401k Retirement Plan
• Company paid Life Insurance Policy and Disability Coverage(s)*
• Voluntary Critical Illness and Life Insurance Policies*
• Company Paid Employee Assistance Program
• Paid Parental Leave for 12 weeks
• Discount off Meow Wolf Gift Shop Merch and Cafes
• Admission to Meow Wolf attractions for employees and guests

*Regular or Project Based Full-time positions