Production Coordinator

About the role

The Production Coordinator is part of the logistics hub of our production organization. They touch every event RTH produces, working closely with production admins, staffing coordinators, and project managers to ensure shows are executed smoothly and teams are supported.

Responsibilities

• Event Logistics — Staffing, Travel & Crew Management
• Book and manage staff travel for out-of-town events: flights, hotels, ground transportation, and hospitality
• Keep event documentation updated in our clients' third-party festival management software
• Coordinate trucking and freight for events: carrier scheduling, pickup and delivery windows, and check-in/check-out coordination with the warehouse team
• Track travel budgets by event and communicate itineraries clearly to crews and project managers
• Handle last-minute travel and logistics changes during show weeks, including after-hours adjustments when events require it
• Cross-Rental Sourcing & Management
• Active member of the day-to-day cross-rental (sub-rental) process: source equipment from partner vendors, obtain and compare quotes, and confirm bookings
• Track cross-rental pricing and build/maintain a preferred vendor and rate database to protect show margins
• Coordinate cross-rental pickups, returns, and delivery logistics with vendors and the warehouse team
• Reconcile cross-rental invoices against quotes and flag discrepancies before payment
• Department Reporting
• Design and maintain up-to-date department reports, keeping formats current as the team's needs evolve
• Run recurring reports from production systems, including post-show reports and assignments / production scorecard and venue detail sheets
• Conduct production database audits

Qualifications

• Passion for live events including the performing arts, concerts, festivals, and live touring
• 2+ years in event production, live events, AV, hospitality, PAC work, travel coordination, or logistics (or equivalent)
• Strong organizational skills; comfortable juggling multiple events, vendors, and deadlines at once
• Confident negotiating and communicating with outside vendors by text, phone, and email
• Detail-oriented with numbers: comparing quotes, tracking budgets, reconciling invoices
• Proficiency with spreadsheets and comfort learning scheduling/inventory software
• Flexibility to support evening and weekend event schedules as needed
• Valid driver's license and clean motor vehicle record