Costumes Coordinator

About the role

The Costume Coordinator provides essential administrative and operational support for Entertainment Costuming. This role is primarily responsible for coordinating day-to-day administrative functions, including financial tracking, scheduling fittings, and supporting team scheduling. The coordinator ensures efficient workflow, clear communication, and organization across costume operations while supporting production needs.

Responsibilities

• Contribute to a professional, collaborative, organized, and team-oriented work environment
• Maintain clear communication of project updates, priorities, and issues to leadership as needed
• Support department initiatives that improve employee engagement and team effectiveness
• Identify opportunities to improve administrative processes, organization, and workflow efficiency
• Support the creation and maintenance of departmental SOPs, tracking tools, and shared documentation
• Build and maintain effective relationships with internal partners and stakeholders
• Support costuming buyers by assisting with receipt reconciliation, ensuring purchases are properly documented, organized, and submitted in a timely manner
• Help track and organize invoices, receipts, and expense documentation to maintain accurate financial records
• Aid in compiling and preparing expense reports and supporting documentation for processing
• Maintain organized filing systems for all financial records, ensuring accessibility and audit readiness
• Provide administrative support to buyers and leadership related to budget tracking and expense organization
• Coordinate with internal teams (Finance, AP, etc.) to follow up on discrepancies or outstanding items
• Schedule, organize, and track costume fittings for performers across productions
• Cover communication between costuming team, performers, and production partners
• Maintain accurate fitting calendars, status trackers, and documentation
• Aid in fitting preparation and follow-up, including garment tracking, notes, and adjustments
• Aid in team scheduling to ensure proper operational coverage
• Maintain department calendars, including fittings, deadlines, and operational needs
• Support communication of schedules, updates, and changes to team members
• Aid in tracking staffing needs and maintaining scheduling records
• Maintain and update departmental documents, trackers, and shared drive files
• Track costume inventory, supplies, and basic workflow needs
• Support onboarding processes (workspace setup, equipment coordination, access needs)
• Aid in office operations including supplies, mail distribution, and workspace organization
• Identify and support process improvements for administrative workflow
• Support department initiatives, events, and employee engagement efforts
• Aid in planning, execution, and breakdown of departmental events as needed
• Foster collaboration and positive working relationships across teams
• Follow all Environmental, Health and Safety policies and procedures
• Participate in required safety training and reporting processes
• Perform other duties as assigned

Qualifications

• Minimum 2–3 years of administrative, scheduling, or coordination experience
• Strong organizational skills and attention to detail
• Experience managing calendars, schedules, and multiple priorities
• Proficiency in Microsoft Office (Excel, Outlook, Word)
• Strong communication skills and ability to coordinate across teams
• Ability to work in a fast-paced, evolving environment
• Flexibility to work nights, weekends, and holidays as needed