Production Coordinator

Role Summary

The Production Coordinator supports the execution of live and experiential events by assisting Production Leads in the logistical planning, documentation, and on-site coordination of projects. This hands-on role is critical in ensuring smooth day-to-day operations from pre-production through strike. The Coordinator acts as a liaison between vendors, crew, and internal teams, managing communications, paperwork, and field logistics while upholding IDEKO's standards of safety, organization, and client service.

Key Responsibilities

Pre-Production Support:

• Research and source vendors, materials, and equipment as requested by production leads.
• Obtain and compare quotes, negotiate pricing, and facilitate contract execution and vendor onboarding.
• Track all show-related expenses and assist with final budget reconciliation.
• Maintain and update project documentation including production schedules, run of show, contact sheets, crew counts, budget trackers and insurance logs.
• Coordinate vendor insurance requirements and manage certificate collection and compliance in coordination with company bookkeeper.
• Compile event binders, technical packets, and drawing sets; distribute to internal and external teams.

On-Site Execution:

• Support the setup and maintenance of production offices and backstage operations.
• Serve as a key-on-site point of contact for vendors, crew and production team members.
• Distribute credentials, radios, petty cash, meal per diems, and other crew materials.
• Ensure crew meals are scheduled, set-up, and served on time per production schedule.
• Coordinate site surveys, walkthroughs, and pre-production meetings as assigned.
• Manage production assistants and runners on-site; delegate tasks and oversee execution.
• Maintain up-to-date communication with all team members and disseminate daily updates.
• Ensure a clean, organized, and safe production environment in line with company standards.

Post-Production:

• Support the wrap process including material returns, site clean-up, and documentation archiving.
• Participate in debrief meetings and provide feedback on vendor performance and workflow improvements.

Desired Skills

• 3-5 years of experience in event production, logistics or live event coordination.
• Highly organized with excellent attention to detail and time management.
• Strong communication and interpersonal skills; capable of working with diverse crew and fast-paced environments.
• Ability to manage multiple projects and competing priorities simultaneously.
• Willingness to travel and work flexible hours, including nights and weekends as needed.

Job Type: Full-time

Pay: $65, $75,000.00 per year

Benefits:

• 401(k)
• 401(k) 3% Match
• Dental insurance
• Flexible spending