Production Coordinator

Key Responsibilities

• Support Producers throughout all phases of project planning, execution, and closeout.
• Aid in project budgets, proposals, contracts, purchase orders, change orders, invoicing, schedules, timelines, and production documentation.
• Maintain accurate project records, reports, and data within company systems and project management platforms.
• Cook up communication and information flow between clients, vendors, subcontractors, and internal departments.
• Help spot and solve project challenges through proactive communication and problem-solving.

Purchasing & Vendor Management

• Research, source, and coordinate vendors and suppliers in domestic and international markets.
• Request and evaluate vendor quotations, issue purchase orders, and track purchasing activity.
• Monitor purchasing, shipping, freight, and logistics costs while maintaining accurate purchasing records.
• Support procurement of project materials, company merchandise, promotional items, and employee recognition gifts.

Crew & Logistics Administration

• Coordinate travel, accommodations, and logistics for project teams, touring personnel, and subcontractors.
• Maintain crew schedules, staffing assignments, and project resource plans.
• Support recruiting, onboarding, and administrative processes for freelance, contract, and subcontracted personnel.
• Communicate project requirements, schedules, and logistical information to field personnel and crews.

Operations & Inventory Support

• Assist with inventory tracking, equipment requests, and project logistics coordination.
• Maintain operational records, including shipping and regulatory documentation.
• Ensure project information remains accurate, organized, and current across company systems.

Qualifications

• Associate degree or equivalent combination of education and relevant professional experience.
• Highly organized self-starter with the ability to manage multiple priorities and meet deadlines with minimal supervision.
• Strong attention to detail, problem-solving skills, and follow-through.
• Excellent verbal and written communication skills with the ability to work effectively across diverse teams.
• Ability to thrive in a fast-paced, deadline-driven environment.
• Proficiency with Mac OS and Microsoft Office Suite (Word, Excel, and PowerPoint).
• Experience with project management, ERP, scheduling, or database systems is preferred.
• Prior experience in live events, touring productions, entertainment, sports, theater, special events, or project coordination is preferred.
• Interest in live entertainment, production operations, and emerging technologies is highly desirable.

Benefits

• Aetna Health, Dental, & Vision Insurance
• Flexible Time Off Program
• Paid Holidays
• John Hancock 401(k) Retirement Plan
• Company-Paid Life Insurance
• Aflac Supplemental Insurance
• Robust Employee Assistance Program
• Dependent Care FSA Program
• CE Allowance