Production Coordinator

Primary Function

As a Production Coordinator, you will play a critical client-facing role in the event production process, assessing production needs and interfacing with stakeholders. You will lead discovery calls, gather event requirements, and translate client objectives into plans for resourcing. You will partner closely with the scheduling team to match the pace and volume of intake. Serving as the bridge between client needs and production execution, you will guide projects through the process to deliver seamless in-person, hybrid, and digital events that meet the company’s high standards of innovation and excellence.

With a focus on collaboration, communication, and operational efficiency, you’ll oversee project scoping, scheduling, and tracking while providing organizational support to production teams. Your expertise in event workflows and client relations will help drive successful outcomes for complex and high-profile events.

Duties & Responsibilities

• Lead client discovery calls to assess event requirements, goals, and technical needs
• Collaborate with clients to define project objectives, timelines, and outcomes
• Offer creative solutions for resource and logistical challenges during project intake
• Produce smaller budget events and serve as the main POC for the event Production team
• Prepare detailed project breakdowns, including estimates, SOWs, and production schedules
• Manage and oversee the flow of purchase orders, vendor invoices, and project reconciliation processes
• Track project milestones, deliverables, and deadlines, ensuring events stay on schedule and within budget
• Partner with the Scheduling team to manage concurrent venue calendars and allocate resources
• Coordinate pre-production meetings, ensuring alignment between internal teams and clients
• Act as the primary liaison between internal production teams and clients
• Continually strive to employ best practices and adhere to program requirements
• Assist with special projects, including new workflow ideations and implementation
• Other duties as assigned

Skills & Qualifications

• An overall understanding of the live program production process is necessary and a strong sense of urgency in solving customer requests to ensure timely resolution is critical
• Strong understanding of event production workflows, including pre-production, production, and post-production
• Proven ability to manage multiple projects, prioritize tasks, and meet deadlines in a fast-paced environment
• A proactive communicator, excellent written and verbal communications skills; superb listener
• Outstanding prioritization and organizational skills
• Proficient with resource planning, budgeting, and financial tracking
• Ability to maintain professionalism while managing client expectations and resolving challenges
• Proficiency in production tools and platforms, project management software, and media asset systems
• Familiarity with AV and event terminology, workflows, and technical requirements
• Experience working cross-functionally with diverse teams, vendors, and clients
• Ability to thrive in a collaborative environment
• Strong problem-solving skills with a proactive approach to identifying and implementing solutions
• Flexibility to adapt to last-minute changes and evolving client needs
• Must be proficient in Google Workspace. Familiarity with enterprise systems such as Asana, Airtable, and Salesforce, are also helpful.

Education & Experience

• Min. 3 years major brand or agency production and event administration, production coordination, or project management
• Degree in Video/Film Production, Communications, Marketing, or related field is required
• Hands-on experience as a production coordinator or production manager in the commercial video, film, or live event industry is required
• Certifications such as PMP, DES, CTS, a plus

Diversity Inclusion & Customer Service Statement

TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.