Production Coordinator

Production Coordinator

Image Engineering was founded as a company that pushes boundaries, develops new ideas through design and fabrication, and is a leader in the visual display and special effects industry. We are comprised of a team of artists; engineers; event producers; fabricators; and creative thinkers.

We have worked all over the United States completing thousands of projects in the field of creative multimedia shows for clients such as Paul McCartney; the TransSiberian Orchestra; the Rolling Stones; Lady Gaga; American Idol; America's Got Talent; and multiple professional sports franchises in the NFL, NBA, and NHL. We have also created temporary and permanent interactive installations for worldclass venues, including the Crypto.com Arena in Los Angeles and The John F. Kennedy Center for the Performing Arts in Washington, DC.

Our strength lies in the broad range of techniques and custom special effects solutions we use to create first-class spectaculars, including laser effects, video projection and mapping; pyrotechnics; architectural lighting installs; custom constructed sets; and bespoke engineered special effect solutions, for live events and permanent applications.

The Production Department is at the core of our business and serves as the central hub for every project. Acting as the bridge between clients and our internal design, technical, engineering, compliance, warehouse, and production teams, the department is responsible for transforming client objectives into successful project outcomes.

The Production Coordinator plays a key role in supporting all phases of the project lifecycle, including design, pre-production, project execution, and post-production. Working in a fast-paced, detail-oriented environment, this position helps translate client needs into actionable project plans while ensuring projects remain on schedule, within budget, and aligned with operational requirements.

Our projects include major sporting events, concert tours, large-scale spectaculars, special effects productions, corporate events, and broadcast projects. The Production Coordinator regularly collaborates with clients, vendors, subcontractors, and internal teams to support successful project delivery.

Success in this role requires strong organizational and communication skills, attention to detail, creative problem-solving abilities, and a willingness to learn and adapt to emerging technologies and industry innovations.

Key Responsibilities

• Support Producers throughout all phases of project planning, execution, and closeout.
• Assist with project budgets, proposals, contracts, purchase orders, change orders, invoicing, schedules, timelines, and production documentation.
• Maintain accurate project records, reports, and data within company systems and project management platforms.
• Coordinate communication and information flow between clients, vendors, subcontractors, and internal departments.
• Help identify and resolve project challenges through proactive communication and problem-solving.

• Research, source, and coordinate vendors and suppliers in domestic and international markets.
• Request and evaluate vendor quotations, issue purchase orders, and track purchasing activity.
• Monitor purchasing, shipping, freight, and logistics costs while maintaining accurate purchasing records.
• Support procurement of project materials, company merchandise, promotional items, and employee recognition gifts.

• Coordinate travel, accommodations, and logistics for project teams, touring personnel, and subcontractors.
• Maintain crew schedules, staffing assignments, and project resource plans.
• Support recruiting, onboarding, and administrative processes for freelance, contract, and subcontracted personnel.
• Communicate project requirements, schedules, and logistical information to field personnel and crews.

• Assist with inventory tracking, equipment requests, and project logistics coordination.
• Maintain operational records, including shipping and regulatory documentation.
• Ensure project information remains accurate, organized, and current across company systems.

Requirements

• Associate degree or equivalent combination of education and relevant professional experience.
• Highly organized self-starter with the ability to manage multiple priorities and meet deadlines with minimal supervision.
• Strong attention to detail, problem-solving skills, and follow-through.
• Excellent verbal and written communication skills with the ability to work effectively across diverse teams.
• Ability to thrive in a fast-paced, deadline-driven environment.
• Proficiency with Mac OS and Microsoft Office Suite (Word, Excel, and PowerPoint).
• Experience with project management, ERP, scheduling, or database systems is preferred.
• Prior experience in live events, touring productions, entertainment, sports, theater, special events, or project coordination is preferred.
• Interest in live entertainment, production operations, and emerging technologies is highly desirable.

Benefits

• Aetna Health, Dental, & Vision Insurance
• Flexible Time Off Program
• Paid Holidays
• John Hancock 401(k) Retirement Plan
• Company-Paid Life Insurance
• Aflac Supplemental Insurance
• Robust Employee Assistance Program
• Dependent Care FSA Program
• CE Allowance
• ...and more!