Administrative Paid Production Coordinator Woolly Mammoth Theatre Company Washington, DC, DC US 08/1

Woolly Mammoth Theatre Company Washington, DC, DC US

DESCRIPTION

POSITION DESCRIPTION:

The Production Coordinator at Woolly Mammoth Theatre Company serves as a key member of the Production Management team. This position supports Woolly Mammoth’s galvanizing artistic work by assisting with the administrative functions of the Production Department for both internal purposes and assisting the production management of shows. This is a full-time position. The Production Coordinator reports to the Director of Production and works closely with the Production Department Supervisors at Woolly as well as stage managers, designers, overhire, and running crew.

DUTIES & RESPONSIBILITIES:

Assist with the daily operations of the Production Office including using and refining existing template documents; drafting and sending schedules, calendars, contracts, and other production paperwork; and participating in the contract negotiation and administration process Facilitate email and in-person communication and information between and among collaborators, such as designers, directors, artists, and technicians, in collaboration with the Director of Production Participate in budget management, financial reporting, and procurement processes for the department, including purchase reconciliation, processing payments and reimbursements, and facilitating Bill Spend & Expense cards for temporary contactors/employees Support the Director of Production to schedule design meetings, production meetings, debriefs, and department team meetings , using Outlook calendar, Doodle polls, etc Facilitate meetings including preparing agendas and notetaking In collaboration with the Director of Production, assist with providing hiring recommendations and contact information for designers, electricians/carpenters, stage managers, and run crew as requested by other Woolly staff members; Assist with technical rehearsals and previews, including (without limitation) production management coverage in the event that the Director of Production or Production Manager is absent, facilitating communication, setting up/breaking down tech tables, facilitating and note-taking during production meetings/notes sessions, coordinating designer comp tickets, and communicating with Front of House Manage job postings for designers, stage managers, production department staff, and crew using resources such as Offstage Jobs, Playbill, and DC Theater Tech Google Group, Art Search, LinkedIn, Indeed, etc Draft and send designer and crew I&A (interest and availability) checks, and contracts/LOAs, including collecting signed LOAs and sending to Finance department for correct processing and onboarding Assisting with the onboarding process of new Production department members or production members including stage managers, overhire, etc. Help manage production database Develop relationships with designers, directors, artists, overhire, and crew Innovate to create and refine systems for a growing department and organization Collaborate with Facilities/Rentals, New Work, Connectivity, Marketing, and Development departments to coordinate production needs for "Happenings" led by these departments Help manage Production interns and their tasks as needed Coordinate travel logistics and key access to Woolly for designers and crew in coordination with Executive Coordinator, Company Management (where applicable), and Rentals/Facilities Manager Maintaining and replenishing company management supplies (i.e. coffee, tea, tissues, first aid) as requested by GM or Stage Manager In emergency situations, liase with artists to provide resources and/or support Support Company Management projects i.e. organizing company management inventory, Green room tidying up, etc. Other duties as assigned. Commit to Woolly’s policy of anti-racism and radical inclusivity. This includes participating in anti-bias/anti-harassment training, becoming familiar with the policies in the employee handbook, using Woolly’s Liberation Library as an educational resource, engaging in EDI work at Woolly, and furthering your own independent journey with anti-racism. Advocate for policies both internally and externally that further advance Woolly’s stated values on an organizational, local, and national scale. Contribute in meaningful ways to the culture. See Our Culture at Woolly below for details. Act as an ambassador for Woolly Mammoth in the local community and beyond.

QUALIFICATIONS:

Essential Knowledge, Skills, and Abilities: High attention to detail and accuracy; Strong verbal and written communication skills, and the ability to communicate sometimes complex financial, operational, and scheduling requirements/processes into simplified terms; Proficiency with Microsoft Office Other Skills or Qualities: Think creatively about how to solve problems including new ways of working together. Collaborate with and adapt to a wide variety of people, personalities, and working styles. Self-motivated, organized, and able to manage multiple priorities and projects. Preferred Experience: Familiarity with theater union regulations (AEA, USA, SDC) Experience drafting, negotiating, and administering contracts especially via PandaDoc Experience with budgeting and financial management Experience with financial systems such as Bill.com, Divvy, and ADP Experience with productivity systems like Monday.com, Dropbox, and Google Suite

WORKING CONDITIONS:

Extended viewing of computer screens. Occasionally lifting up to 50 lbs. Typical working hours are Mon-Fri between 10am-6pm, with some evenings and weekends necessary during tech and previews for every production. This position currently allows for hybrid working model similar to other administrative positions at Woolly; typically, Tuesday-Thursday onsite at Woolly with Monday and Fridays remote. This cadence is subject to change as necessary for every production. Woolly’s office is an open/shared office environment with moderate noise levels. Woolly Mammoth Theatre Company is located in Washington, DC’s Penn Quarter neighborhood. It is air-conditioned, located in a wheelchair accessible building, and in close proximity to public transportation, including the Archives and Gallery Place Metro stations.

COMPENSATION:

Salary Range: $55,000-$65,000.00 Woolly Mammoth Theatre Company recognizes that conversations about salary can be difficult. In recognition of the necessity for top-tier talent, we strive to provide pay that meets the market by leveling with industry peers to determine the pay range for each position. Where the employee falls in that range is determined by experience and skill set. Woolly will work hard to administer the compensation program in a manner that is transparent, consistent, and equitable across the company.

OUR CULTURE AT WOOLLY:

At Woolly, our culture is driven by our stated core values of radical inclusivity, creative risk-taking, relentless inquiry & experimentation, world-class excellence, and innovation. We expect both personal and collective accountability in how these values are applied to the work of each employee of WMTC. We acknowledge that Woolly Mammoth has upheld and benefited from systems of oppression in our country and we aim to do better; using the principles of anti-racism to guide our actions and decision-making. How we do things is as important as what we do, and we expect our core values and anti-racist practices to influence the way we work together as a team. We strive to center openness, integrity, and care in our policies, processes, and how we interact with one another. We embrace a culture of transparency, accountability, and mutual respect as the foundation of all our collaborations, both inter-departmentally and externally. We take seriously our role as a civic leader and strive to address local and national challenges using our knowledge, skills, commitment, and resources. As part of this work, all employees are expected to develop meaningful internal and external relationships that are mutually beneficial and impact aware. We believe that everyone in the Woolly community is worth engaging in conversations about the art we make and how that art intersects with the world. We lean into the unconventional, especially if a nontraditional and inventive approach will help us reach new understandings of our art form, our industry, and our world.

DURATION

Aug 14, 2026 -

SALARY

$55,000.00 – $65,000.00 per year

NON-UNION

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