Production Coordinator

Job Title: Production Coordinator

Reporting Structure: Executive Producer

Classification: Full-Time, Exempt

Location: Brooklyn, NY | In-office Monday – Thursday; Flex Fridays

Job Responsibilities

Project Coordination

1. Independently manage assigned production workstreams, ensuring deliverables, timelines, and project documentation remain accurate, organized, and up to date.
2. Maintain production schedules, project trackers, calendars, call sheets, crew lists, contact lists, and other operational documents that support successful project execution.
3. Monitor project progress, identify scheduling conflicts, resource constraints, or potential risks, and communicate recommended solutions to the production team.
4. Coordinate internal meetings by preparing agendas, capturing detailed notes, tracking action items, and ensuring timely follow-up on outstanding tasks.
5. Support Producers and Senior Production staff by ensuring internal teams have the information, documentation, and resources necessary to execute projects efficiently.

Vendor & Crew Coordination

1. Research, source, and coordinate vendors, venues, freelancers, and production crew for assigned projects.
2. Solicit vendor bids and proposals, organize comparisons, and prepare recommendations for Producer review.
3. Coordinate vendor onboarding by collecting and maintaining contracts, Certificates of Insurance (COIs), W-9s, payment information, and other required documentation.
4. Serve as a day-to-day point of contact for routine vendor communications, scheduling, logistics, and follow-up.
5. Track vendor deliverables and proactively confirm that production partners remain aligned with project schedules and expectations.

Budget & Financial Coordination

1. Maintain accurate budget trackers, purchase order logs, expense records, and supporting financial documentation throughout the project lifecycle.
2. Submit invoices and payment requests for processing while monitoring approval and payment status.
3. Track project actuals against approved budgets and promptly flag discrepancies, overages, or missing documentation.
4. Contribute to project reconciliations by ensuring receipts, invoices, expense reports, and supporting financial records are complete and organized.

Client & Internal Communication

1. Draft and distribute production updates, logistics communications, meeting recaps, and project status reports for internal teams and clients.
2. Serve as a liaison between Production, Creative, Operations, Finance, and Account teams to ensure information is communicated accurately and efficiently.
3. Participate in internal and client meetings, documenting key decisions, action items, risks, and next steps.
4. Maintain a high level of professionalism, responsiveness, and attention to detail in all written and verbal communication.

Warehouse, Inventory & Asset Management

1. Maintain inventory systems for production equipment, event materials, signage, branded assets, and company-owned inventory.
2. Facilitate equipment check-in/check-out procedures while maintaining accurate inventory records.
3. Lead inventory preparation, shipment assembly, event packing, and material organization for upcoming productions.
4. Monitor inventory levels and communicate replenishment or procurement needs to the production team.
5. Conduct routine inventory audits and maintain organized warehouse documentation and asset records.
6. Receive, inspect, organize, transport, and distribute production materials as needed, including local deliveries throughout the greater NYC area.

Production Planning & On-Site Execution

1. Prepare and distribute production materials including schedules, call sheets, maps, credentials, signage, labels, and operational packets.
2. Supervise on-site event operations during load-in, event execution, and strike while maintaining a calm, solutions-oriented approach.
3. Coordinate staffing logistics, credential distribution, crew check-in, and real-time operational communications during events.
4. Resolve routine on-site issues independently while escalating higher-risk decisions to Producers or senior leadership as appropriate.
5. Collect, organize, and process releases, timecards, vendor paperwork, receipts, and post-event documentation to ensure accurate project closeout.

Process Improvement & Quality Standards

1. Maintain organized project drives, file structures, naming conventions, production trackers, and documentation in accordance with company standards.
2. Ensure production documentation remains accurate, complete, and readily accessible throughout the project lifecycle.
3. Identify opportunities to improve workflows, streamline administrative processes, and increase operational efficiency.
4. Consistently uphold Unboxed production standards, operational best practices, and quality expectations across every project.
5. Represent Unboxed professionally in all interactions with clients, vendors, venues, freelancers, and fellow team members.

Additional Requirements

• Up to 10% domestic travel expected.
• Flexibility to work non-traditional hours based on event schedules.
• Physical requirements include sitting for extended periods, standing/walking for onsite work, and may include lifting/moving of up to 25 pounds and occasionally heavier items.
• While working onsite, must be able to work outdoors in various weather conditions as needed.

Perks & Compensation

• Pay: $73,000-$75,000 per year
• Time Off: Unlimited PTO to ensure you stay refreshed and inspired.
• Benefits: Health Insurance & 401k enrollment options.

Unboxed Group, LLC is an equal opportunity employer. Qualified applicants will receive consideration for employment without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other factors prohibited by law.