Responsibilities

• Support the Production Manager throughout pre-production, execution, delivery, and project wrap.
• Maintain production calendars, schedules, contact lists, crew lists, project trackers, and shared files.Schedule production meetings, site visits, rehearsals, fittings, deliveries, and other appointments.
• Prepare and distribute meeting notes, action items, production updates, call sheets, and schedule changes.
• Contact vendors and collect estimates, availability, invoices, W-9 forms, insurance certificates, and other required documentation.
• Assist with booking crew, equipment, studios, locations, transportation, catering, accommodations, and production supplies.
• Coordinate crew onboarding, deal memos, releases, timecards, and payroll paperwork.
• Track purchase orders, receipts, petty cash, production-card expenses, invoices, and budget updates.
• Maintain organized digital files and ensure the team is working from current document versions.Support production days with crew communication, check-in, supplies, transportation, meals, and schedule updates.
• Follow up on outstanding documents, approvals, deliveries, invoices, and action items.
• Assist with equipment returns, expense reconciliation, file archiving, and final project wrap.Identify missing information or potential delays and promptly escalate them to the Production Manager.

Requirements

• At least 1–3 years of experience in production coordination, events, advertising, media, entertainment, operations, or project coordination.
• Strong organizational skills and attention to detail.
• Clear and professional written and verbal communication skills.Ability to manage multiple tasks, deadlines, and changing priorities.
• Experience coordinating vendors, crew members, or production logistics.
• Basic familiarity with call sheets, invoices, receipts, timecards, releases, and purchase orders.
• Proficiency with Google Workspace or Microsoft Office, particularly spreadsheets and shared calendars.
• Familiarity with Saturation and Lark
• Experience with New York City vendors, studios, locations, or production resources is preferred.
• Must be legally authorized to work in the United States.