Imagination

Production Coordinator – Live Events

Imagination

full-time

Posted on:

Location Type: Hybrid

Location: New York City • New York • United States

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Salary

💰 $70,000 - $80,000 per year

About the role

  • Assist in coordinating event logistics and maintaining production timelines.
  • Manage project trackers, production calendars, and task lists to ensure alignment across departments.
  • Book travel, accommodations, and transportation for production teams and key stakeholders.
  • Coordinate shipping, deliveries, and storage for technical equipment, scenic elements, and production materials.
  • Ensure project workbooks remain accurate and up-to-date.
  • Assist with tracking project-level budgets and promptly report any deviations to the Production Manager.
  • Document supplier and labor costs for financial forecasting and reporting.
  • Provide administrative support for vendor communications, ensuring that all contract details and negotiations are managed by the Production Manager.
  • Liaise with internal teams, vendors, and key stakeholders during on-site operations, under the Production Manager's guidance.
  • Facilitate timely updates and coordination by acting as a communication conduit between technical, creative, and operational teams.
  • Maintain a smooth chain of command throughout the production process by ensuring clear, structured handoffs.
  • Identify potential operational and technical issues and promptly report them to the Production Manager.
  • Assist in documenting risks and support the maintenance of contingency plans.
  • Ensure adherence to health and safety guidelines by flagging any deviations for immediate review by the Production Manager.
  • Support Client Services by relaying production updates and ensuring that deliverables meet client expectations.
  • Communicate key technical requirements, budget updates, and timeline information to internal teams.
  • Report pertinent updates and any issues needing escalation to the Production Manager or Production Director as appropriate.
  • Assist with consolidating and maintaining all CAD facets to integrate technical, scenic, and spatial layouts into a master production drawing.
  • Maintain updated production drawings throughout the project lifecycle and distribute revisions to Creative, Technical, and Vendor teams.
  • Collaborate with Technical Directors (TDs) to escalate any discrepancies or technical concerns for resolution.

Requirements

  • 2+ years of experience in live event production or technical production support.
  • Demonstrated ability to support complex event productions in areas such as logistics, scheduling, and basic budget tracking.
  • Familiarity with vendor coordination and basic contract administration.
  • Basic working knowledge of AV equipment, staging, and technical setups for live events.
  • Strong problem-solving skills and attention to detail.
  • Proficiency in production planning tools (Google Suite, Monday.com or similar).
  • Basic understanding of Vectorworks and network architecture fundamentals.
  • Experience in immersive events, trade shows, exhibitions, large-scale corporate productions, or investor events (preferred).
  • Background in technical staging, AV coordination, or lighting design (preferred).
  • Basic understanding of budgeting and cost control in live production (preferred).
  • Must be able to travel domestically & internationally for extended periods.
  • Must hold a valid U.S. driverʼs license.
Benefits
  • Work with a state-of-the-art product and deliver it to exciting and innovative brands
  • Learning and development opportunities that contribute to professional growth
  • A fun, engaging work culture
  • Be part of a mission-driven team that values agility, integrity, and excellence
  • Opportunity to contribute to large-scale, high-impact projects from day one
  • Comprehensive paid time off benefits
  • Hybrid work model, where our team comes into the office a minimum of 3 days per week
  • Generous parental leave
  • Up to 4% safe harbor company 401k match
  • Comprehensive, low-cost health benefits
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
event logisticsproduction timelinesproject trackingbudget trackingAV equipmenttechnical setupsVectorworksnetwork architectureproduction planningcost control
Soft Skills
problem-solvingattention to detailcommunicationcoordinationadministrative supportcollaborationrisk documentationvendor communicationtime managementadaptability
Certifications
valid U.S. driver's license