Office Admin / Production Coordinator

Job Description

Job Description

Summary

A+A Productions is a technical production company that produces high-profile corporate events. This position keeps the company and its shows running smoothly behind the scenes: coordinating travel and logistics for staff and crew, managing vendor paperwork, supporting accounting, onboarding crew, and assisting with office operations. On select shows, this position also travels and works on site as Production Coordinator.

Key Responsibilities

Travel & Logistics

• Book flights, hotels, and ground transportation for staff and crew, and manage changes as schedules shift.

• Secure and manage hotel room blocks for shows; adjust dates and headcounts with properties as plans change.

• Track hotel and travel costs per show and provide updated figures to producers for budgeting and billing.

• Manage ride-share codes and other travel accounts; field crew travel questions and issues.

Crew & Vendor Administration

• Onboard new crew and vendors, including employment paperwork and I-9 verification, and W-9s, etc.

• Maintain crew records and information in the company's crew portal.

• Support show accounting, including crew timesheets, expenses, and receipts

• Act as a point of contact for crew on paperwork, travel, and logistics.

Show Production Support

• Travel to and work on site at select shows as Production Coordinator.

• Support producers with production schedules, crew lists, and show logistics.

• General coordination of vendors and supplies as requested by producers.

Office Operations & Systems

• Oversee day-to-day office needs, supplies, and company orders (e.g., annual holiday gift program, Christmas cards, lunches, swag orders, schedule cleaners, keep supplies stocked, answer phones, receive deliveries, emptying dishwasher, etc.).

• Maintain internal tools and processes, including the crew portal.

• Miscellaneous additional tasks as needed. 

Shared Responsibilities

All personnel share responsibility for keeping common spaces organized, maintaining office equipment, and supporting other staff. The office operates collaboratively, and teamwork and a positive attitude are expected.

Qualifications

• Strong organization and follow-through across many simultaneous projects and deadlines.

• Proficiency in Excel and comfort learning new software and systems.

• Clear, friendly communication with crew, vendors, and clients.

• Ability and willingness to travel for shows.

• Event production or operations experience preferred.