Onsite Live Event Production Coordinator

August Jackson; United States; Remote; USD 42,000 - 64,000; Full time

Job summary

August Jackson seeks a Production Coordinator to support planning and on-site execution for live events. You will collaborate with producers, technical teams, vendors, and venue staff to keep logistics organized and day-to-day needs moving.

The ideal candidate is proactive, detail‑oriented, and communicates clearly with clients, presenters, and partners. This role involves travel and extended production days, with hands‑on logistical tasks and backstage support.

Qualifications

• Experience supporting live events, production logistics, hospitality, or related coordination work.
• Strong organizational skills and attention to detail.
• Ability to manage competing requests, meet deadlines, and adapt to changing priorities.
• Clear written and verbal communication and a professional approach to client service.
• Practical problem-solving skills and sound judgment about when to act independently or ask for support.
• Comfort working with spreadsheets, documents, shared files, and communication tools; familiarity with Microsoft Office, Monday.com, Slack, and Dropbox is helpful.
• Basic familiarity with live event production terminology and workflows, or a willingness to learn.
• A collaborative approach and readiness to handle hands-on logistical tasks.

Responsibilities

• Align with the lead producer on project responsibilities, priorities, schedules, and expectations.
• Attend internal and client meetings, capture thorough notes, and track assigned action items.
• Prepare and maintain travel grids, emergency contact information, crew memos, shipping trackers, vendor schedules, and client lookbooks.
• Research and coordinate vendors for printing, furniture rentals, floral arrangements, signage, and other event needs, securing producer approval before booking.
• Confirm venue shipping instructions, delivery windows, receiving contacts, and vendor access requirements.
• Assemble and ship production kits, arrange supplies and equipment, and anticipate onsite needs.
• Set up and maintain an organized, well-stocked production office.
• Receive and track shipments, coordinate vendor deliveries and pickups, and support signage installation and removal.
• Coordinate with the technical director and venue staff to align deliveries with loading dock access and production schedules.
• Set up printers, troubleshoot basic issues, and prepare accurate printed materials, including run-of-show documents, schedules, scripts, speaker notecards, and signage.
• Arrange supply orders, meals, snacks, and other essentials to support the production team throughout the event.
• Check in regularly with production leads, identify emerging needs, and prioritize requests based on timing and client impact.
• Resolve logistical issues using available resources and elevate concerns promptly when producer guidance is needed.
• Maintain professional client service, follow onsite safety procedures, and observe appropriate headset and show communication protocols.
• Running microphones during Q&A sessions.
• Preparing and organizing music files for the audio team.
• Supporting backstage and green room preparation, presenter readiness, and speaker movement.
• Assisting with rehearsal notes, presentation updates, and the collection and distribution of show materials.
• Plan and coordinate packing, return shipments, vendor pickups, and production office breakdown.
• Confirm which materials should be returned to clients, shipped to AJ, returned to vendors, or disposed of.
• Maintain shipment tracking records and communicate delivery information to the appropriate contacts.
• Collect show recordings or drives from audiovisual partners and hand them off to the executive producer.
• Coordinate secure disposal of printed materials when required.
• Track expenses, retain receipts, and complete required expense documentation.
• Inventory and replenish production kit supplies following the event.

Skills

Event coordination

Attention to detail

Communication

Problem solving

Adaptability

Team collaboration

Scheduling

Vendor coordination

Tools

Microsoft Office

Monday.com

Slack

Dropbox

Job description

August Jackson seeks a Production Coordinator to support planning and on-site execution for live events. You will collaborate with producers, technical teams, vendors, and venue staff to keep logistics organized and day-to-day needs moving.

The ideal candidate is proactive, detail‑oriented, and communicates clearly with clients, presenters, and partners. This role involves travel and extended production days, with hands‑on logistical tasks and backstage support.