Event Production & Logistics Coordinator

Frost Florida; Florida; On-site; USD 60,000 - 70,000; Full time

Job summary

Frost Florida in Lake Worth Beach, FL is seeking a Production Coordinator to organize the purchasing, travel, order information, and documentation needed to prepare live events for execution. This role follows tasks through completion and flags missing information or delays before they affect a show.

Reporting to the General Manager, you will collaborate with Sales, Production Managers, Department Heads, Warehouse, Operations, and Accounting to keep job details accurate and ensure teams have the

Qualifications

• At least two years coordinating projects, events, logistics, purchasing, or operations.
• Strong organizational skills and attention to detail.
• Clear written and verbal communication with internal teams, clients, vendors, and traveling crew.
• Proficiency with spreadsheets, email, shared documents, and file organization using Microsoft Office or Google Workspace.
• Ability to learn business software, maintain accurate project records, and review quotes, orders, dates, quantities, and confirmations for discrepancies.

Responsibilities

• Assemble and distribute event production documents, including equipment lists, drawings, artist requirements, and event timelines. Ensure warehouse and on-site teams have current information before equipment ships.
• Review event orders with production and department leads to confirm equipment and material needs, identify availability conflicts, and coordinate outside equipment rentals and supporting supplies.
• Coordinate purchases of materials, supplies, and equipment. Prepare purchase orders, communicate with vendors and Accounting, and track orders through delivery. Flag shortages, delays, and discrepancies.
• Book approved crew flights, lodging, and rental cars within budget. Send itineraries and confirmations, coordinate per diem information with Accounting, and track travel changes, cancellations, and credits.
• Assist Sales with preparing and updating quotes, proposals, and event orders. Coordinate material samples, crew and venue access information, and supporting documents as needed.
• Assist Operations with equipment transfers between company locations, keeping order records and shipment details accurate and communicating changes to the responsible teams.
• Maintain current project records, including quotes, event orders, and related contract documents. Confirm changes with the responsible sales or production lead and communicate updates to affected teams.
• Provide vendors and Accounting with purchase documentation and help resolve order, charge, and payment questions within company approval procedures.
• Perform other related production coordination duties as required.

Skills

Organizational skills

Attention to detail

Communication

Office software

Multitasking

Tools

ERP software

Purchasing systems

Vendor management software

Job description

Frost Florida in Lake Worth Beach, FL is seeking a Production Coordinator to organize the purchasing, travel, order information, and documentation needed to prepare live events for execution. This role follows tasks through completion and flags missing information or delays before they affect a show.

Reporting to the General Manager, you will collaborate with Sales, Production Managers, Department Heads, Warehouse, Operations, and Accounting to keep job details accurate and ensure teams have the