Entertainment Coordinator & In House DJ

Published: 6/14/2022

Job Description

Job DescriptionDescription:

We are seeking a motivated, organized, and experienced Entertainment Coordinator & In-House DJ to lead the day-to-day operations and continued development of our DJ and photo booth services.

This position combines hands-on DJ performance with entertainment department leadership, team development, equipment management, event coordination, marketing, and business development. The ideal candidate is both a talented DJ and a strong operational leader who takes pride in delivering exceptional client experiences, developing talented team members, and creating systems that allow a department to operate efficiently and consistently.
As the primary in-house DJ and Entertainment Coordinator, you will serve as a key resource for our DJs, photo booth technicians, sales and planning team, and studio management. You will help ensure that every event is properly staffed, every team member is prepared, and all entertainment equipment is maintained to the highest standard.

Key Responsibilities

DJ Performance & Event Execution

Serve as the studio's primary in-house DJ, performing a minimum of 40 studio DJ events annually, subject to bookings, scheduling, approved time off, and availability.
Deliver professional, engaging DJ services that reflect the studio's brand and service standards.
Collaborate with the Sales & Planning department on DJ consultations, music selections, custom mashups, and event formalities.
Assist with troubleshooting event-flow concerns, formality timing, sound requirements and restrictions, DJ setup needs, and photo booth placement.
Help ensure that all entertainment services are prepared, coordinated, and executed professionally.

Entertainment Department Leadership & Coordination

Oversee the day-to-day operational readiness and quality of the studio's DJ and photo booth departments.
Serve as the primary operational point of contact for DJs and photo booth technicians.
Communicate studio procedures, event expectations, equipment requirements, and service standards clearly to entertainment personnel.
Help ensure that all events are appropriately staffed and prepared.
Monitor service quality, review client feedback, and identify recurring issues, training needs, and opportunities for improvement.
Work with studio management to address performance concerns and resolve service-related issues.
Develop systems and procedures that allow the department to operate efficiently without relying on any single individual.
Create and maintain standard operating procedures (SOPs), troubleshooting guides, and other resources for DJs and photo booth technicians.

DJ Recruiting, Training & Development

Identify, recruit, interview, and evaluate DJs who align with the studio's brand and service expectations.
Train new DJs on studio procedures, equipment, client service, event preparation, and performance standards.
Mentor developing DJs and provide ongoing coaching to improve performance.
Conduct periodic training sessions and identify team members who would benefit from additional development.
Help cultivate DJs who become highly skilled, independently reliable, and desirable to clients.
Maintain a qualified roster of DJs that supports the studio's booking volume and minimizes lost business due to staffing limitations.

Photo Booth Operations & Team Management

Recruit, train, and retain reliable photo booth technicians.
Maintain an adequate roster of qualified technicians to support scheduled events.
Confirm technician assignments and communicate event details, procedures, and expectations.
Ensure technicians have the appropriate equipment, supplies, and information for each event.
Conduct periodic photo booth training and onboarding sessions.
Troubleshoot operational challenges and identify recurring issues that require improved training or updated procedures.
Maintain consistent service standards across all photo booth events.

Equipment & Inventory Management

Maintain an accurate inventory of all studio-owned DJ and photo booth equipment.
Ensure equipment is properly maintained, tested, organized, charged where applicable, and ready for upcoming events.
Establish and enforce procedures for equipment checkout, return, inspection, and storage.
Inspect returned equipment and confirm that it is accounted for and returned to its designated location.
Identify missing, damaged, aging, or unreliable equipment and communicate repair or replacement needs to management.
Maintain adequate photo booth supplies and other consumable inventory.
Establish accountability procedures for equipment used by subcontract DJs and photo booth technicians.
The goal is to maintain an event-ready inventory at all times and prevent avoidable equipment issues on event days.

Standard Operating Procedures & Department Systems
Develop, document, and maintain written SOPs that support consistent service delivery, efficient training, and operational accountability.
SOPs will include, but are not limited to:

Entertainment Coordinator responsibilities and procedures.
DJ event preparation, execution, and equipment requirements.
Photo booth technician procedures, setup, and breakdown.
Equipment checkout, return, inspection, and storage.
New DJ and photo booth technician onboarding and training.
Weekend escalation and event issue reporting procedures.
Troubleshooting guides and equipment accountability standards.
These systems should make it easier to onboard new team members, maintain consistent standards, and empower staff to resolve routine issues independently.

Weekend Coordination & Operational Support

Serve as the studio's primary weekend coordinator and point of contact for entertainment-related and reasonable event-related operational issues when not working an off-site event.
Provide reasonable assistance with time-sensitive staffing, equipment, event execution, and client concerns.
When DJing an event at Normandy Farm, remain available to assist with reasonable studio-related issues when circumstances allow.
Help resolve or escalate DJ staffing problems, photo booth technician issues, equipment failures, event-day questions, and client concerns requiring management attention.
Document significant incidents and communicate recurring issues to studio management.
Develop procedures and training that enable DJs and photo booth technicians to resolve routine matters independently.
The focus of weekend coordination is to provide appropriate operational support while building a team capable of handling everyday responsibilities without unnecessary escalation.

Marketing, Content & Business Development

Create and publish entertainment-related social media content on a weekly basis, including content focused on DJs, photo booths, and video services.
Capture or coordinate engaging entertainment content from events when appropriate.
Coordinate with subcontractors to obtain event photos, videos, and other content for marketing purposes.
Create and maintain Spotify playlists and mixes that can be shared through the studio website, social media, and sales process.
Provide the sales and marketing teams with DJ profiles, music ideas, event footage, and relevant client feedback.
Assist with studio open houses and other promotional events as needed.
Identify opportunities to improve the visibility, presentation, and marketability of the studio's entertainment services.

Additional Administrative & Studio Support

Perform equipment, training, marketing, administrative, and business-development tasks during periods with fewer scheduled events.
Assist with web-based administrative projects and other reasonable studio support responsibilities during slower periods.
Collaborate with studio management and other departments to support overall business operations and service quality.
Work Schedule & Availability
This is a full-time position that combines weekday studio responsibilities with evening and weekend DJ events. The work schedule will vary based on the studio's event calendar, operational needs, and booking volume.

Event weeks: Scheduled DJ events will count toward the regular work schedule and will generally replace office hours during those weeks.

Adjusted weekdays: During weeks with multiple Friday, Saturday, and/or Sunday events, the remaining schedule will be adjusted accordingly. This may result in two weekdays off during the following week, depending on hours worked and studio needs.

Non-event weeks: More time will be dedicated to studio operations, equipment management, training, marketing, administration, and business development.

Scheduling coordination: Office days, event days, and days off will be coordinated with studio management. Proposed days off must be submitted to Jessica at least one week in advance.

Flexibility, communication, and proactive scheduling are essential to success in this role.

Requirements:

Strong DJ skills and a commitment to delivering exceptional event experiences.
Excellent organizational, communication, and leadership abilities.
Experience coordinating events, managing equipment, training team members, or overseeing entertainment operations.
The ability to recruit, develop, and motivate a team of DJs and photo booth technicians.
Strong problem-solving skills and the ability to remain calm and effective under event-day pressure.
A proactive approach to documentation, process improvement, and operational accountability.
Comfort creating social media content, developing music playlists, and supporting marketing initiatives.
The ability to work a flexible schedule that includes evenings and weekends.
A collaborative mindset and the ability to work effectively with sales, planning, marketing, subcontractors, and studio management.