Production Coordinator

What You'll Do

Event Logistics — Staffing, Travel & Crew Management

• Book and manage staff travel for out-of-town events: flights, hotels, ground transportation, and hospitality
• Keep event documentation updated in our clients' third-party festival management software, including items such as labor, names, credentials, site equipment requests, and meals
• Coordinate trucking and freight for events: carrier scheduling, pickup and delivery windows, and check-in/check-out coordination with the warehouse team
• Track travel budgets by event and communicate itineraries clearly to crews and project managers
• Handle last-minute travel and logistics changes during show weeks, including after-hours adjustments when events require it

Cross-Rental Sourcing & Management

• Active member of the day-to-day cross-rental (sub-rental) process: source equipment from partner vendors, obtain and compare quotes, and confirm bookings. These range from planned ahead to last minute, including supporting teams on site with emergency needs
• Track cross-rental pricing and build/maintain a preferred vendor and rate database to protect show margins
• Coordinate cross-rental pickups, returns, and delivery logistics with vendors and the warehouse team
• Reconcile cross-rental invoices against quotes and flag discrepancies before payment

Department Reporting

• Design and maintain up-to-date department reports, keeping formats current as the team's needs evolve
• Run recurring reports from production systems, including post-show reports and assignments / production scorecard and venue detail sheets
• Conduct production database audits

Production Team Responsibilities

• Monitor and process emails from distribution lists used within the department
• Support paperwork advances, festival pre-work, and event documentation alongside the planning team and project managers
• Process equipment ordering for outside resources (generators, lifts, heavy equipment)
• Process basic-level employee documentation
• Write and maintain department processes for the areas you own
• Serve in on-site support roles at events when needed
• Other duties or special projects as requested

What We're Looking For

• Passion for live events including the performing arts, concerts, festivals, and live touring
• 2+ years in event production, live events, AV, hospitality, PAC work, travel coordination, or logistics (or equivalent)
• Strong organizational skills; comfortable juggling multiple events, vendors, and deadlines at once
• Confident negotiating and communicating with outside vendors by text, phone, and email
• Detail-oriented with numbers: comparing quotes, tracking budgets, reconciling invoices
• Proficiency with spreadsheets and comfort learning scheduling/inventory software
• Flexibility to support evening and weekend event schedules as needed
• Valid driver's license and clean motor vehicle record