The Production Coordinator will work within the Production Department, supporting the project management team and reporting to the Director of Client Growth & Production.
This role is responsible for maintaining accurate project information, coordinating equipment and labour requirements, supporting technical documentation and drawings, tracking project costs, communicating with internal teams and customers, and identifying potential project issues before they impact execution.
The successful candidate will be highly organized, detail-oriented, proactive, and comfortable working in a fast-paced live events environment where priorities and project requirements can change quickly.
Key Responsibilities
Quotes & Proposals
- Support the Production Department by entering equipment and labour requirements for quotes and proposals.
- Assist with maintaining accurate equipment and labour information throughout the quoting process.
Equipment Rentals & Customer Coordination
- Support the Production Department by entering and maintaining equipment rentals for business-to-business customers.
- Work directly with customers to add or remove rental items as requested, in coordination with the Production team.
- Ensure rental information is accurately updated and communicated to the appropriate internal teams.
Project & Production Coordination
- Support the Production Department with the coordination of live event productions once projects are confirmed.
- Assist with the day-to-day coordination and administration of confirmed projects.
- Track project details and follow up on outstanding information or requirements.
- Liaise between the Project Manager, Logistics Coordinator, Warehouse Manager, and Technical teams to ensure project requirements are communicated and coordinated.
Project Documentation & Scheduling
- Assist the Production Department with project documentation, including production schedules, work-back schedules, internal checklists, and other project documentation.
- Ensure all project information, documentation, drawings, schedules, and updates are accurately entered, tracked, and maintained within internal systems.
- Track project details to identify missing information, drawing revisions, scheduling conflicts, or other potential issues and escalate them to the Project Manager.
Technical Drawings & Systems Design
- Support systems design by producing and revising technical drawings, layouts, and documentation using Vectorworks, WYSIWYG, and AutoCAD as requested by the Production team.
- Maintain accurate and up-to-date technical drawings and project documentation.
- Assist with understanding equipment requirements, layouts, and technical documentation related to projects.
Labour & Logistics Coordination
- Support labour requirements across the Production Team, including labour booking and day-to-day communications.
- Coordinate with the Logistics Coordinator to ensure trucking and logistics are scheduled in alignment with project requirements.
- Assist with coordinating equipment, labour, trucking, and other project requirements to keep projects on schedule.
Project Costs & Reconciliation
- Administer project cost tracking and reconciliation, including labour, cross rentals, trucking, and vendor costs.
- Ensure project costs are accurately entered and maintained within internal systems.
- Identify and flag cost discrepancies or missing costs to the Project Manager.
- Submit reconciled project costs to the Account Manager in a timely manner following Project Manager review.
Cross Rentals & Vendor Coordination
- Work closely with the Equipment Coordinator on project-related cross rentals.
- Maintain accurate records of cross-rental requirements and approvals.
- Ensure required approvals from the VP and Project Manager are obtained prior to issuing purchase orders.
On-Site Project Support
- Attend project sites as required to support on-site project coordination and execution.
- Assist with real-time communication and issue coordination during project execution.
- Identify and escalate issues and decisions to the Production Department as required.
- Support the Production Team in ensuring project requirements are communicated and carried out effectively on site.
Post-Event & Internal Reporting
- Support post-event documentation and project close-out.
- Assist with internal project reporting and reconciliation.
- Ensure outstanding project information, documentation, and costs are completed and properly recorded following an event.
What We're Looking For
We are looking for a highly organized, detail-oriented, and proactive individual who enjoys working in a fast-paced live events environment.
The successful candidate will be comfortable managing multiple projects, coordinating across departments, communicating with customers and internal teams, working with technical documentation and project costs, and ensuring that the details behind each project are accurate and on track.
The Ideal Candidate Will Have:
- Strong organizational and time-management skills, with the ability to manage multiple projects, deadlines, and priorities.
- Excellent attention to detail when working with equipment, schedules, drawings, documentation, and project costs.
- Strong written and verbal communication skills with customers, vendors, and internal teams.
- Strong follow-through, accountability, and the ability to work independently without constant follow-up.
- A proactive, problem-solving approach with the ability to identify and escalate potential issues before they impact a project.
- Ability to work well under pressure in a fast-paced, changing environment and collaborate across multiple departments.
- Strong computer and administrative skills, with comfort working with numbers, project costs, and internal systems.
- A technical mindset with an interest in audiovisual equipment, live event production, technical drawings, and production workflows.
- Ability to read and understand technical drawings and project documentation, or willingness to learn.
- A hands-on, team-oriented attitude with the flexibility to support projects on site and outside regular hours when required.
- Professionalism and discretion when handling customer information, project costs, and confidential business information.
Experience & Qualifications
- Minimum 3 years of experience in live events, audiovisual production, event production, equipment rental, production coordination, or project coordination.
- Experience in a project coordination, production assistant, administrative, operations support, or similar role is preferred.
- Minimum 1 year of experience with Vectorworks, WYSIWYG, AutoCAD, or similar technical drawing/design software.
- Strong proficiency with Microsoft Office, particularly Outlook, Excel, and Word.
- Experience with project management, rental management, inventory, scheduling, or cost-tracking systems is an asset.
- Strong written and verbal English communication skills.
- Ability to work collaboratively in a deadline-driven, team-oriented environment.
- Ability and willingness to attend project sites when required, including occasional work outside of regular office hours depending on project requirements.
Work Environment
This position operates in a fast-paced live events and audiovisual production environment. The role may involve working in an office, warehouse, event venue, and outdoor event environment, as well as work outside of regular business hours based on project requirements.
The successful candidate must be comfortable adapting to changing schedules, working under time-sensitive conditions, and supporting projects both in the office and on site.
