Production Coordinator

Job Description

Job Description

WHO WE ARE: Wizard Studios is a national company whose unique and award-winning special event visioning, design, and implementation abilities are sought after by Fortune 500 companies, Non-Profits, Marketing, Advertising & PR Agencies, Political Campaigns, and Venues.

We take simple but elegant ideas and complex concepts and manifest them into highly crafted yet scalable public and private events. Our firm maintains a lifelong belief in the power of special events as the most effective means to engage, inspire, and inform people who come together and experience our productions.

CHIEF OBJECTIVES OF THIS POSITION

The Production Coordinator helps manage the logistics and administration of each event, from confirmed quote through closeout. Working with the Project Manager and Technical Production Manager, the Coordinator makes sure every service in the quote is staffed, sourced, scheduled, and documented, and that crew, vendors, venues, and internal teams get clear, timely information.

Labor Coordination:

• Work with the Project Manager to establish staffing objectives, budgets, preferences, and strategies. Ensure ALL Services referenced in the confirmed Quote are captured.

• Assist with the onboarding process when necessary.

• Collect, create, and distribute event details via the Crew Call email with PM approval

• Manage onsite labor check-in/break/check-out and Meal/Hospitality Plan as needed.

• Evaluate and report employees or contract workers who are not performing to standards.

Sub-rental Coordination:

• Assist in identifying sub-rental needs and work with the PM and Operations Manager to negotiate, reserve/secure & coordinate pick up/drop off, QC, etc.

• Assist with research on new vendors for obscure/rare equipment needs.

• Complete new vendor paperwork as/when required, request COIs from our broker as needed, and fill out credit requests.

• Update FLEX with new vendor information.

• Create LPOs, PPOs and RPOs in FLEX and send for approval

Travel:

• Manage travel schedules, hotel bookings, rental cars & flights when necessary.

• Ensure Travel Compensation & Per Diems are clearly communicated & documented.

Pre-Production Planning:

• Organize and manage action items, ensuring tasks are documented and completed in a timely fashion, and progress is accurately reflected in Asana.

• Assist with the creation of and gathering details for:

  • Pull Sheets

  • Production Notes

  • Timelines

  • Floor Plans

  • Rosters & Time Sheets

  • Parking Details

  • Venue Details & Contacts

  • Power & Cabling Plans

  • Audio or Lighting Plots

  • Meal Plan

  • Show Book (including all items above and any other helpful information)

Post-Production:

• Ensure the event recap is completed and any information about the vendors, crew, venue, and clients is included.

• Ensure the Vendor Database is updated with any relevant information.

• Ensure that invoices are received from all vendors.

• Ensure that event images are saved to Google Drive in the appropriate folder.

Sales:

• Participate in client calls as needed to gather details and track change orders.

• Update cost in FLEX quotes with supervision from the Account Manager/Project Manager.

• Track Sales Deadline Pipeline for uncompleted tasks and help Project Managers complete them.

Wizard Studios Office:

• Maintain an up-to-date inventory list of Wizard merchandise, office and cleaning supplies, and kitchen essentials as needed.

• Order office and cleaning supplies as needed so the office stays stocked as needed.

• Help set up for meetings.

• Order internal meals when requested.

• Nothing in the quote is missed. Every service in the confirmed quote has labor, equipment or a vendor assigned well before load-in, with no last-minute surprises.

• The crew arrived informed and cared for. Crew Call emails go out on time and are accurate, and travel, per diems, meals and check-in/out run smoothly. Freelancers and labor companies want to work with Wizard again.

• The systems match reality. Asana shows the true status of every action item. FLEX holds current POs, quotes, vendor details and crew availability. The PM never has to ask where something stands.

• Production Books are complete and trusted. Pull sheets, timelines, plots, floor plans, venue contacts and parking details are gathered, checked and in the hands of the team before show day.

• Vendor relationships are strong and cost-effective. Sub-rentals are sourced on time and at good rates, paperwork and COIs are in order, and new vendors are vetted and added to the database.

• Every job is closed out cleanly. Within an agreed window after the event, the recap is written, all vendor invoices are received, the vendor database is updated and images are filed in Drive.

• The PMs have more capacity. Project Managers can focus on clients and creative decisions because the Coordinator handles the details reliably and flags problems early.

QUALIFICATIONS:

• Minimum 5 years of Event Production experience with a proven track record of success managing crew, organizing production schedules, and operating equipment.

• Able to work effectively under pressure, self-direct and solve problems with creative solutions, and interact professionally with other departments and venue personnel.

• Computer literate, with basic troubleshooting capabilities.

• Proficient in Microsoft Office Suite including Outlook, Word, and Excel (or equivalent).

• Proficient (with training) in Wizard Operating Systems including FLEX, Google Suite, and Asana.

• Maintains a positive and results-oriented approach to tasks and troubleshooting.

• Overtime & weekend work is sometimes required.

• Excellent interpersonal and communication skills.

We Offer:

• Competitive base salary

• Performance-based annual bonus

• Medical, Dental, and Vision Insurance

• Supplemental Medical Reimbursement Plans

• Paid Time Off & Paid Holidays

• 401k Plan with employer match

• Free Retirement Planning Consulting

• Short-term & Long-term Disability Income Protection Benefits

• Life Insurance for Teammates and Family

• Employee Assistance Program

• Recognition & Reward Program

• Perks Discount Programs

OUR PURPOSE: We exist to produce events and create experiences that leave an enduring impression on you and your audience.

OUR MISSION: We create authentic events that bring people together, producing moments that matter, leaving a lasting impression.

OUR BRAND PROMISE: Exceeding clients’ expectations to ensure you hire us again!

CORE VALUES

SERVICE MINDSET - We show up with humility, empathy, and accountability, putting clients, teammates, and vendors first in everything we do.

TEAMWORK - We maximize our collective impact by communicating openly, solving problems collaboratively, and supporting one another, because our best work is done as a team.

ACT! - With urgency and intention, we move quickly, think ahead, and respond with care. Timeliness, preparation, and momentum are how we exceed expectations.

GRIT- With passion and perseverance, we push through challenges, stay resilient under pressure, and deliver when it matters most.

EXCELLENCE - We anticipate expectations, craft unique solutions, and strive to consistently over-deliver on our promises.

Wizard Studios is an equal-opportunity employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.

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