Production Coordinator - Live Events

Department: Live Production - Production

Location: New York

Compensation: $70,000 - $80,000 / year

Description

The Production Coordinator is a critical support role within the Production Department, ensuring smooth project execution through logistics, scheduling, vendor coordination, and technical documentation management. This role serves as the organizational backbone of the production team, assisting in pre-production, on-site execution, and post-event wrap-up.
The Production Coordinator will work closely with Production Managers, Technical Directors (TDs), and Creative Producing teams to maintain project timelines, consolidate CAD documentation, track budgets, and support on-site production activities. This role requires strong organization, attention to detail, and a baseline understanding of technical production workflows.

Our Team
In the Production Department, our mission is simple: Be agile. Be respected. Be the best. We anticipate challenges, adapt swiftly, and execute with precision—setting the gold standard for production across the Americas. We are the backbone of execution, responsible for turning ambitious creative visions into seamless, large-scale experiences. We ensure every production runs flawlessly, whether delivering immersive exhibitions, global product launches, brand destinations, investor events, media presentations, trade shows, or training programs. Our expertise spans logistics, technical production, vendor management, and on-site execution, ensuring that every project is delivered on time, on budget, and beyond expectations.

Key Responsibilities

Logistics & Scheduling Support:

• 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.
  

Budgeting, Cost Control & Vendor Management:

• 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.
  

Team & Stakeholder Coordination:

• 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.
  

Risk Management & Problem-Solving:

• 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.
  

Client & Stakeholder Communication:

• 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.
  

CAD & Production Drawings Responsibilities:

• 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.
  
  
  

Skills, Knowledge and Expertise

• 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.
  

Preferred Expertise:

• Experience in immersive events, trade shows, exhibitions, large-scale corporate productions, or investor events.
• Background in technical staging, AV coordination, or lighting design
• Basic understanding of budgeting and cost control in live production.
  

Key Attributes:

• Highly detail-oriented and organized, with a focus on supporting the team.
• Proactive in identifying issues and collaborating to ensure smooth operations.
• Excellent communicator, capable of relaying updates clearly to both internal teams and external stakeholders.
• Able to perform effectively under pressure while adhering to established protocols.
  

Additional Requirements:

• Must be able to travel domestically & internationally for extended periods.
• Must hold a valid U.S. driverʼs license
  
  
  

Benefits

What we can offer you:

• 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
  

Benefits and perks offered:

• 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
  
  
  

‎Imagination:
Imagination is The Original Experience Design Agency. Founded over 50 years ago, we apply the power of our collective imagination to creative, commercial, and cultural challenges, creating experiences that move people. We specialise in Consulting, Destinations, Content and Live Events.

We have 13 global studios worldwide, united by a deep understanding of what moves people on a human level, and a determinedly independent spirit. Imagination was officially certified as a Newsweek Most Loved Workplace® 2023.

Our clients include Major League Baseball, Visa, Amazon, Ford, LVMH, Harley-Davidson, and Google.

For more information, please visit imagination.com or follow @imaginationglbl on social.

Our Beliefs and Behaviours:
We have identified four foundational beliefs that underpin Imagination. More powerful than generic corporate values, they motivate us to act, to foster the behaviours that lead to success:

We believe curiosity is the root of original insights and ideas... so we look at the world with fresh eyes, we experiment, invent and up-end conventions.

We believe rigour results in better choices... so we ask precise, provocative questions.

We believe bravery tames the unknown... so we demand ambition, confident that together we can meet ‘never been done before challenges’.

We believe respect builds stronger teams and continued success... so we recognise the uniqueness and unique potential in each individual, we are accountable to each other, we play as a team.

Global Inclusivity Statement:
At Imagination we value diversity, equity and inclusion as principles that make us stronger, more innovative and more creative as an organisation.

As a team and a business we know that creativity thrives in teams and organisations that comprise diverse groups of people, embracing diverse perspectives, where people feel able to share their whole selves.

That’s why we are committed to fostering an environment where every individual, regardless of race, religion, gender identity, age, sexual orientation, disability, veteran status, neurodiversity, socio-economic background, or indigenous identity, feels valued, respected, and empowered to succeed.

Our Beliefs and Behaviours
By living our core behaviours, being curious, rigorous, brave and respectful, we remain dedicated to building a workplace and a world where everyone is seen, heard, and has the opportunity to thrive.

Curiosity sparks innovation - We seek out diverse perspectives, challenge assumptions, and embrace new ways of thinking.

Rigour ensures impact - We approach our work with discipline and dedication, ensuring that these beliefs are not just words, but lived experiences.

Bravery stands up for what’s right - We confront biases and advocate for progress.

Respect is fundamental - We foster and encourage open dialogue and challenge ideas constructively.

Our Commitment
We expect our team to actively foster a safe, empowering, and inclusive culture. Our commitment extends beyond our workforce to our partners and suppliers, who we hold to the same standards of inclusivity and non-discrimination.