Job Description

Role Summary

The Production Coordinator supports the execution of live and experiential events by assisting Production Leads in the logistical planning, documentation, and on-site coordination of projects. This hands-on role is critical in ensuring smooth day-to-day operations from pre-production through strike. The Coordinator acts as a liaison between vendors, crew, and internal teams, managing communications, paperwork, and field logistics while upholding IDEKO's standards of safety, organization, and client service.

Key Responsibilities

Pre-Production Support:

Research and source vendors, materials, and equipment as requested by production leads. Obtain and compare quotes, negotiate pricing, and facilitate contract execution and vendor onboarding. Track all show-related expenses and assist with final budget reconciliation. Maintain and update project documentation including production schedules, run of show, contact sheets, crew counts, budget trackers and insurance logs. Coordinate vendor insurance requirements and manage certificate collection and compliance in coordination with company bookkeeper. Compile event binders, technical packets, and drawing sets; distribute to internal and external teams.

On-Site Execution:

Support the setup and maintenance of production offices and backstage operations. Serve as a key-on-site point of contact for vendors, crew and production team members. Distribute credentials, radios, petty cash, meal per diems, and other crew materials. Ensure crew meals are scheduled, set-up, and served on time per production schedule. Coordinate site surveys, walkthroughs, and pre-production meetings as assigned. Manage production assistants and runners on-site; delegate tasks and oversee execution. Maintain up-to-date communication with all team members and disseminate daily updates. Ensure a clean, organized, and safe production environment in line with company standards.

Post-Production:

Support the wrap process including material returns, site clean-up, and documentation archiving. Participate in debrief meetings and provide feedback on vendor performance and workflow improvements.

Desired Skills

3-5 years of experience in event production, logistics or live event coordination. Highly organized with excellent attention to detail and time management. Strong communication and interpersonal skills; capable of working with diverse crew and fast-paced environments. Ability to manage multiple projects and competing priorities simultaneously. Willingness to travel and work flexible hours, including nights and weekends as needed.
Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

401(k) 401(k) 3% Match Dental insurance Flexible spending account Health insurance Health savings account Life insurance Paid time off Parental leave Vision insurance
Education:

Bachelor's (Preferred)
Experience:

Event Production : 3 years (Required)
Work Location: Hybrid remote in New York, NY 10018