Production Coordinator, Contract: 1/11/27 - 2/25/27

POSITION SUMMARY
The Production Coordinator supports the planning and on-site execution of an upcoming live event, helping the production team stay focused on delivering the show and serving the client. Working closely with producers, technical teams, vendors, and venue staff, this role keeps logistics organized, materials ready, and day-to-day production needs moving.

The ideal candidate is proactive, resourceful, and detail-oriented. You anticipate needs, communicate clearly, and stay composed when priorities shift. You’re comfortable working behind the scenes and interacting professionally with clients, presenters, and production partners.

Estimating 150 hours+ (to be assessed)

Key responsibilities

Preproduction and Planning

• Align with the lead producer on project responsibilities, priorities, schedules, and expectations.
• Attend internal and client meetings, capture thorough notes, and track assigned action items.
• Prepare and maintain travel grids, emergency contact information, crew memos, shipping trackers, vendor schedules, and client lookbooks.
• Research and coordinate vendors for printing, furniture rentals, floral arrangements, signage, and other event needs, securing producer approval before booking.
• Confirm venue shipping instructions, delivery windows, receiving contacts, and vendor access requirements.
• Assemble and ship production kits, arrange supplies and equipment, and anticipate onsite needs.

Onsite Production Support

• Set up and maintain an organized, well-stocked production office.
• Receive and track shipments, coordinate vendor deliveries and pickups, and support signage installation and removal.
• Coordinate with the technical director and venue staff to align deliveries with loading dock access and production schedules.
• Set up printers, troubleshoot basic issues, and prepare accurate printed materials, including run-of-show documents, schedules, scripts, speaker notecards, and signage.
• Arrange supply orders, meals, snacks, and other essentials to support the production team throughout the event.
• Check in regularly with production leads, identify emerging needs, and prioritize requests based on timing and client impact.
• Resolve logistical issues using available resources and escalate concerns promptly when producer guidance is needed.
• Maintain professional client service, follow onsite safety procedures, and observe appropriate headset and show communication protocols.

Additional Show Support

Depending on the event’s scope and the producer’s direction, responsibilities may also include:

• Running microphones during audience Q&A sessions.
• Preparing and organizing music files for the audio team.
• Supporting backstage and green room preparation, presenter readiness, and speaker movement.
• Assisting with rehearsal notes, presentation updates, and the collection and distribution of show materials.

Load-Out and Project Wrap-Up

• Plan and coordinate packing, return shipments, vendor pickups, and production office breakdown.
• Confirm which materials should be returned to clients, shipped to AJ, returned to vendors, or disposed of.
• Maintain shipment tracking records and communicate delivery information to the appropriate contacts.
• Collect show recordings or drives from audiovisual partners and hand them off to the executive producer.
• Coordinate secure disposal of printed materials when required.
• Track expenses, retain receipts, and complete required expense documentation.
• Inventory and replenish production kit supplies following the event.

Qualifications and Skills

• Experience supporting live events, production logistics, hospitality, or related coordination work preferred.
• Strong organizational skills and attention to detail.
• Ability to manage competing requests, meet deadlines, and adapt to changing priorities.
• Clear written and verbal communication and a professional approach to client service.
• Practical problem-solving skills and sound judgment about when to act independently or ask for support.
• Comfort working with spreadsheets, documents, shared files, and communication tools; familiarity with Microsoft Office, Monday.com, Slack, and Dropbox is helpful.
• Basic familiarity with live event production terminology and workflows, or a willingness to learn.
• A collaborative approach and readiness to handle hands-on logistical tasks.

Working Expectations

This role requires travel and onsite availability based on the event schedule, which may include early mornings, evenings, weekends, and extended production days. Onsite work involves frequent standing and walking, production office setup, and packing or moving supplies. Specific physical responsibilities and support needs should be discussed with the producer before each assignment.