Production Coordinator

4 days ago

New York, New York, United States Ideko Full time $65,000 - $75,000 per year

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 account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Parental leave
  • Vision insurance

Education:

  • Bachelor's (Preferred)

Experience:

  • Event Production : 3 years (Required)

Work Location: Hybrid remote in New York, NY 10018

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