Production Coordinator - Live Events

Department: Live Production - Production

Employment Type: Full Time

Location: New York

Compensation: $70,000 - $80,000 / year

Description

The Production Coordinator is a critical support role within the Production Department, ensuring smooth project execution through logistics, scheduling, vendor coordination, and technical documentation management. This role serves as the organizational backbone of the production team, assisting in pre-production, on-site execution, and post-event wrap-up.
The Production Coordinator will work closely with Production Managers, Technical Directors (TDs), and Creative Producing teams to maintain project timelines, consolidate CAD documentation, track budgets, and support on-site production activities. This role requires strong organization, attention to detail, and a baseline understanding of technical production workflows.

Our Team
In the Production Department, our mission is simple: Be agile. Be respected. Be the best. We anticipate challenges, adapt swiftly, and execute with precision—setting the gold standard for production across the Americas. We are the backbone of execution, responsible for turning ambitious creative visions into seamless, large-scale experiences. We ensure every production runs flawlessly, whether delivering immersive exhibitions, global product launches, brand destinations, investor events, media presentations, trade shows, or training programs. Our expertise spans logistics, technical production, vendor management, and on-site execution, ensuring that every project is delivered on time, on budget, and beyond expectations.

Key Responsibilities

Logistics & Scheduling Support:

• Assist in coordinating event logistics and maintaining production timelines.
• Manage project trackers, production calendars, and task lists to ensure alignment across departments.
• Book travel, accommodations, and transportation for production teams and key stakeholders.
• Coordinate shipping, deliveries, and storage for technical equipment, scenic elements, and production materials.
• Ensure project workbooks remain accurate and up-to-date.

Budgeting, Cost Control & Vendor Management:

• Assist with tracking project-level budgets and promptly report any deviations to the Production Manager.
• Document supplier and labor costs for financial forecasting and reporting.
• Provide administrative support for vendor communications, ensuring that all contract details and negotiations are managed by the Production Manager.

Team & Stakeholder Coordination:

• Liaise with internal teams, vendors, and key stakeholders during on-site operations, under the Production Manager's guidance.
• Facilitate timely updates and coordination by acting as a communication conduit between technical, creative, and operational teams.
• Maintain a smooth chain of command throughout the production process by ensuring clear, structured handoffs.

Risk Management & Problem-Solving:

• Identify potential operational and technical issues and promptly report them to the Production Manager.
• Assist in documenting risks and support the maintenance of contingency plans.
• Ensure adherence to health and safety guidelines by flagging any deviations for immediate review by the Production Manager.

Client & Stakeholder Communication:

• Support Client Services by relaying production updates and ensuring that deliverables meet client expectations.
• Communicate key technical requirements, budget updates, and timeline information to internal teams.
• Report pertinent updates and any issues needing escalation to the Production Manager or Production Director as appropriate.

CAD & Production Drawings Responsibilities:

• Assist with consolidating and maintaining all CAD facets to integrate technical, scenic, and spatial layouts into a master production drawing.
• Maintain updated production drawings throughout the project lifecycle and distribute revisions to Creative, Technical, and Vendor teams.
• Collaborate with Technical Directors (TDs) to escalate any discrepancies or technical concerns for resolution.

Skills, Knowledge and Expertise

• 2+ years of experience in live event production or technical production support.
• Demonstrated ability to support complex event productions in areas such as logistics, scheduling, and basic budget tracking.
• Familiarity with vendor coordination and basic contract administration.
• Basic working knowledge of AV