Production Operations Coordinator

Job Description

Job Description

About Little Cinema:

Little Cinema is a creative studio and experience agency at the intersection of film, television, music, and culture. We craft unforgettable immersive experiences, activations, and events that bring stories to life. From designing large-scale moments for major media clients to producing bespoke theatrical premieres, we are known for our bold creativity, meticulous execution, and deep cultural resonance.

Summary of Position:

The Production Operations Coordinator is the operational backbone of Little Cinemas Production department. This role ensures every project from theatrical premieres to large-scale activations has its budget tracked, vendors vetted, contracts moving, insurance in place, and project tracking dialed in. This is a behind-the-scenes role focused on systems, structure, and forward planning rather than on-site execution.

You will work closely with the Director of Production, Executive Producers, and Producers across multiple concurrent projects, building and maintaining the operational infrastructure that allows our team to deliver world-class work.

Requirements

Key Responsibilities:Project Tracking

• Setup and maintain live project folders across multiple active projects
• Build and maintain project trackers, status docs, and shared production resources.
• Provide additional operational support to the Production department as needed
• Outline key deadlines, milestones and keep the teams on track

Budget Tracking & Reconciliation

• Maintain live budget trackers across multiple active projects; log actuals against estimates and flag variances early.
• Partner with Producers to reconcile project budgets at wrap, including final cost reports and PO close-outs.
• Track deposits, milestone payments, and outstanding balances across vendors and clients.

Vendor Sourcing & Management

• Research and vet new vendors across categories including fabrication, AV, staffing, rentals, catering, talent, and transportation.
• Maintain Little Cinemas vendor database with current contact info, rate cards, capabilities, and past-project notes.
• Collect quotes, compare bids, and support Producers in vendor selection decisions.

Contracting & Legal Coordination

• Initiate, route, and track vendor and freelance agreements through signature using standard templates.
• Coordinate with internal leadership and outside counsel on red-lines, riders, and non-standard terms.
• Maintain a clean, organized contract archive including fully executed copies, key dates, and renewal triggers.

Insurance & COIs

• Request, review, and issue Certificates of Insurance for productions, venues, and vendors.
• Liaise with our insurance broker on project-specific coverage including general liability, event cancellation, equipment, and workers comp.
• Track expirations, additional insured requirements, and venue-specific compliance needs.

Invoicing & AP/AR Coordination

• Generate client invoices in coordination with Producers and Finance against agreed payment schedules.
• Process and code incoming vendor invoices; reconcile against POs and project budgets.
• Follow up on outstanding payments and keep AR/AP dashboards current.

Permits

• Support the team with permit research and applications

Qualifications:

• 24 years of experience in production coordination, production accounting, agency operations, or a similar role, ideally in experiential, live events, film/TV, or brand marketing.
• Highly organized with strong attention to detail and a track record of building and maintaining operational systems.
• Proficient with spreadsheets and comfortable with budget tracking, reconciliation, and basic financial math.
• Strong written and verbal communicator capable of managing vendor and internal relationships with professionalism.
• Familiar with contract basics and comfortable reviewing and flagging sections against company standards.
• Self-directed and proactive, with the ability to translate partial briefs into clear, actionable outputs.
• Calm and effective in a deadline-driven environment with multiple concurrent projects.
• Based in Los Angeles.

Nice to Have:

• Familiarity with COI processes and DocuSign or similar e-signature workflows.
• Familiarity with Procurify
• Prior exposure to entertainment, music, sports, or consumer brand clients.
• Working knowledge of Los Angeles permitting and venue compliance.