Event Production Coordinator & On-Site Assistant

ProductionHUB; West Bloomfield Charter Township (MI); On-site; USD 42,000 - 64,000; Full time

Job summary

ProductionHUB in Michigan is seeking an Assistant Producer / Production Coordinator to work with the Creative Director to coordinate events, vendors, schedules, and production tasks. The role prioritizes organization, clear communication, and reliable follow-through while providing practical on-site production support when needed.

The position emphasizes staying organized, coordinating with vendors, managing run-of-show documents, and ensuring events run smoothly from planning through execution.

Responsibilities

• Turn event information into clear schedules, timelines, task lists, and next steps.
• Maintain production calendars, event files, contact lists, status trackers, shared documents, and reusable templates.
• Prepare and update run-of-show documents, production schedules, crew calls, load-in plans, and event checklists.
• Track decisions, deadlines, approvals, assigned responsibilities, outstanding questions, and changes in event scope.
• Attend planning meetings, document action items, and follow up with staff, vendors, performers, presenters, and other partners.
• Gather vendor estimates, availability, insurance documentation, and technical information as assigned, and assist with comparing quotes.
• Coordinate approved vendor arrival, site access, delivery, setup, strike, pickup, and related logistical details.
• Track purchase requests, invoices, receipts, rentals, deposits, and payment status, and promptly communicate outstanding items.
• Support vendor and crew check-in, load-in, room changes, rehearsals, event operations, and strike at Temple Israel and other event locations.
• Serve as an occasional runner, stagehand, backstage assistant, or on-site production contact when needed.
• Help keep events on schedule, communicate changes clearly, and respond calmly and professionally to production needs.
• Coordinate approved plans and resolve routine logistical matters independently, while seeking Creative Director approval for contracts, vendor selection, major purchases, budget changes, and significant changes in scope.

Job description

ProductionHUB in Michigan is seeking an Assistant Producer / Production Coordinator to work with the Creative Director to coordinate events, vendors, schedules, and production tasks. The role prioritizes organization, clear communication, and reliable follow-through while providing practical on-site production support when needed.

The position emphasizes staying organized, coordinating with vendors, managing run-of-show documents, and ensuring events run smoothly from planning through execution.