Production Coordinator

Responsibilities

• Work with both Project Managers to develop, drive, and implement project goals.
• Facilitate interdepartmental organization and communication.
• Generate and maintain forms, templates, and other departmental paperwork/functions.
• Work within Production department (and interdepartmentally as needed) to streamline workflows by consistently creating and implementing new systems and processes.
• Cook up and lead meetings to ensure all Production needs are communicated and met.
• Assist Project Managers with all details of multiple turn-key traveling exhibitions including but not limited to:
• Booking travel for crew (communicating flight options, securing air/ground transportation and accommodations, tracking travel credit usage, etc.).
• Cooking up worldwide shipping logistics (obtaining multiple quotes, working with customs, coordinating with the host venue, etc.).
• Processing invoices and coding expenses.
• Reconciling expenses and answering questions as they arise from the Accounting Department.
• Maintain excellent customer service with all host museums and venues.
• Create and maintain budgets.
• Maintain company installation/deinstallation calendar.
• Track and facilitate long-term projects and communicate ongoing needs within Production Department.
• Maintain shared files of each show (reports, photos, manuals, schedules, print files, etc.).
• Maintain excellent customer service with all host museums, vendors, and venues.
• Provide departmental support for all new and existing systems.
• Work weekends, holidays, evenings as required.
• Other duties as assigned.

Requirements

• Bachelor’s degree preferred.
• Experience in exhibition field; tour venue routing and planning preferred.
• Excellent written and oral communication skills.
• Must possess good interpersonal skills from talking to clients and partners, to talking with teams internally.
• Proficient in Microsoft Office Suite and Google Office Suite.
• Strong attention to detail and a high level of organization.
• Outstanding time management skills.
• Must possess a results-oriented work ethic.
• Able to handle multiple projects simultaneously.
• Able to function in high-pressure situations.
• Must be a self-motivated, creative problem solver.
• Out-of-the-box thinker with an awesome attitude, persistence, and sense of humor.

Qualifications

• Legal authorization to work in the United States at the time of hire.

Skills

• Excel / Google Sheet skills needed: Formulas, Dropdowns, Cell/Sheet linking, Forms, Photo upload/org, Conditional formatting.

Benefits

• Dental insurance
• Health insurance
• Life insurance
• Vision insurance