Production Coordinator

Applicants must be legally authorized to work in the United States at the time of hire. We are not able to provide visa sponsorship for this role. Imagine Exhibitions, a pioneer in global traveling entertainment and immersive experiences, is seeking a full‑time Production Coordinator. This person must possess a high level of creativity, strong attention to detail, excellent communication skills, and the ability to handle multiple projects at one time. Position Scope The Production Coordinator will report directly to the Senior Production Manager and be responsible for maintaining existing systems and creating new processes for interdepartmental organization in addition to assisting project and production managers with all details of multiple turn‑key traveling exhibitions, including but not limited to booking air and ground travel for crew, managing deliverables and supplies, maintaining budgets, and coordinating travel schedules. This person is a part of the Production team at Imagine Exhibitions and should be highly organized and self‑motivated, communicate well across multiple teams, and be able to juggle multiple projects simultaneously while enjoying working in a fast‑paced, growing company. A successful candidate will have a can‑do attitude and understand that at Imagine Exhibitions, our team members are the “secret sauce” to our success. The successful candidate will have the potential to grow and move up in the Company. Responsibilities Work with both Production Managers and Project Managers to develop, drive, and implement project goals. Facilitate interdepartmental organization and communication. Generate and maintain forms, templates, and other departmental paperwork/functions. Work within the Production department (and interdepartmentally as needed) to streamline workflows by consistently creating and implementing new systems and processes. Coordinate and lead meetings to ensure all Production needs are communicated and met. Assist Project Managers with all details of multiple turn‑key traveling exhibitions, including but not limited to: Booking travel for crew (communicating flight options, securing air/ground transportation and accommodations, tracking travel credit usage, etc.). Coordinating worldwide shipping logistics (obtaining multiple quotes, working with customs, coordinating with the host venue, etc.). Processing invoices and coding expenses. Reconciling expenses and answering questions as they arise from the Accounting Department. Coordinating floorplan approvals between Design Department, Production Manager, and host venue. Maintaining excellent customer service with all host museums and venues. Assist Senior Production Manager with short‑term and long‑term projects, including but not limited to: Booking travel (communicating flight options, securing air/ground transportation and accommodations, tracking travel credit usage, etc.). Generating and updating job descriptions and job postings. Scheduling and helping to conduct interviews. Generating and maintaining/updating Standard Operating Procedures for all departmental processes. Optimizing Production Manager workflows. Maintaining crew contact database. Facilitating and scheduling crew certification training requirements. Obtain receipts from Production Managers, properly categorize expenses, and successfully submit regular expense reports. Maintain, track, and input Warehouse invoices. Create and maintain budgets. Provide Production Managers with general support as needed, from making purchases to organizing workflows, etc. Coordinate work schedules for installations and deinstallations with road crew. Generate files and update links to Booking Sheets for all new exhibition bookings. Track and facilitate long‑term projects and communicate ongoing needs within the Production Department. Maintain shared files of each show (reports, photos, manuals, schedules, print files, etc.). Maintain excellent customer service with all host museums, vendors, and venues. Provide departmental support for all new and existing systems. Other duties as assigned. Prerequisite Knowledge, Skills, and Abilities Experience in exhibition field; tour venue routing and planning preferred. Excellent written and oral communication skills. Must possess good interpersonal skills from talking to clients and partners to talking with teams internally. Proficient in Microsoft Office Suite and Google Office Suite. Strong attention to detail and a high level of organization. Must possess a results‑oriented work ethic. Ability to handle multiple projects simultaneously. Ability to function in high‑pressure situations. Must be a self‑motivated, creative problem solver. Out‑of‑the‑box thinker with an awesome attitude, persistence, and sense of humor. Physical and Mental Requirements Ability to function in high‑pressure situations. Manual dexterity to operate a computer. Correctable vision and hearing. Excellent interpersonal skills. Clear, easy to understand oral communication ability. Ability to lift 50 pounds occasionally for the purpose of moving equipment on and off shelves. Ability to stand and walk for long periods. Ability to sit for long periods. Capability to read, write, and understand English. Skilled in the use of computer and office equipment. Proficient in activities requiring manual dexterity of both hands. Travel domestically and/or internationally based on business need. Primarily an onsite position. Benefits Health insurance Life insurance Vision insurance We are an equal‑opportunity employer and are committed to creating an inclusive environment for all employees. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other legally protected status. #J-18808-Ljbffr Imagine