Production Coordinator

Zach Theater; Austin (TX); On-site; USD 45,000 - 50,000; Full time

Benefits offered by this job

Affordable Healthcare Coverage

401K Matching Program

Vacation, Sick, and Personal Time

Paid Holidays

Free Parking

Tickets to Mainstage and Family Series

Job summary

Zach Theater in Austin is seeking a Production Coordinator to join the production management team. You will support the Director of Production and oversee scheduling, budgets, contracts, and logistics for productions and special events.

This on-site role requires at least two years in professional theatre, a B.A. in Theater or Non-Profit Management, strong organizational skills, and the ability to work with multiple teams. Salary starts at $45K-$50K with benefits included.

Qualifications

• Minimum two (2) years’ experience in a professional theatre environment with a background in technical management or stage management
• Bachelor’s degree in Theater or Non-Profit Management or similar field

Responsibilities

• Assist and maintain production budgets and expense/labor tracking
• Provide administrative and production management support to each production and event
• Draft, execute and process all production contracts for creative teams and crew
• Attend meetings, rehearsals, and previews and take notes as directed
• Support calendar management, office duties, and minutes at meetings
• Organize rentals, events, and testing spaces, coordinating staffing and space usage
• Assist in production administrative paperwork and calendar management
• Manage on-site audition spaces and coordinate with artistic teams
• Represent Production Management in rehearsals and previews
• Archive production documents and maintain designer/creative databases

Skills

Budget tracking

Scheduling

Communication

Multitasking

Detail oriented

Drivers license

Microsoft Office

Google Apps

Education

Bachelor’s degree in Theater or Non-Profit Management

Tools

Google Calendar

Excel

Microsoft Word

Google Apps

Job description

Description

INTRODUCTION:

At Zach Theater, we believe in the power of light — to illuminate new ideas, spark imagination, and connect our community. As Austin’s premier professional producing non-profit theater, we create bold, intimate performances that challenge, delight, and inspire audiences. Our work extends beyond the stage, serving more than 100,000 Central Texans each year through performances, education programs, and community engagement initiatives.

POSITION SUMMARY:

The Production Coordinator is a key member of the production management team of Zach Theater and serves as a critical bridge to the Artistic team. The Production Coordinator reports to and provides support to the Director of Production and Production Management Team for all productions, special events, and department accountabilities with regard to scheduling, safety, sourcing, and logistics in an administrative capacity. The Production Coordinator is also responsible for all the execution of all contracting associated with productions, including but not limited to guest directors, designers, creative team members, stage managers, performers and run crew members.

ESSENTIAL FUNCTIONS:

• Assist and maintain the Production Budgets in conjunction with the Producing Artistic Director and the Director of Production including expense and labor tracking.
• Provide administrative and production management support to each production and special event throughout the season under the direction of the Director of Production and Assistant Production Manager.
• Drafting, execution and processing of all production contracts including creative team, designer, and run crew contracts.
• Attend staff, design and production meetings, technical rehearsals and previews as directed, including taking notes at meetings.
• Assist the Company Management Associate and General Manager in fulfilling guest artist negotiated and contracted terms.
• Assist in general production administration support of day to day operations as directed by the Director of Production, including calendar management, administrative office duties, and taking minutes at meetings.
• Serve as Production Coordinator for Rentals and Special Events supporting the Rentals manager by attending weekly calendar and rentals meetings and seeking approval from the Production Management team weekly on requests for production staffing, support, and space usage by Rentals and other Zach Departments.
• Serve as Production Runner during tech weeks and load ins, supporting all production departments, including procurement and deliveries as directed by Production Management
• Assist in the creation of Production Administrative paperwork and tracking documents.
• Assist in the maintaining of production calendars, including but not limited to Google Calendar reservations and internal documentation.
• Assist Company Management in the distribution and collection of all employment paperwork.
• Provide logistical support, setup, and run of audition spaces on site as directed by Production Management and in coordination with Company Management Associate, Casting Associate, and the Artistic team
• Represent Production Management in technical rehearsals and previews as directed by Production Management
• Organize freight and LTL shipping for rental packages and production equipment
• Responsible for script management, including procurement, scanning, and other needs before delivery to the creative & SM team, as well as returning rented materials.
• Responsible for the archival of production documents, including digitizing previous production paperwork, archiving production digital share drives to servers, and assisting APM and SM teams on current productions.
• Responsible for creating and maintaining a designer & creative database.
• Other duties as assigned by management

Requirements

EDUCATION AND EXPERIENCE:

• Minimum two (2) years’ experience in a professional theatre environment with a background in technical management or stage management
• Bachelor’s degree in Theater or Non-Profit Management or similar field

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to work in a collaborative environment with a positive attitude
• Trustworthy to keep sensitive information confidential
• Flexible attitude towards planning and project management
• Ability to multitask and prioritize tasks to complete projects on time
• Detailed attention to budget tracking and data entry
• Knowledge of the technical rehearsal process, and ability to lead production meetings
• Strong office, computer, written, verbal and detailed organizational skills
• Strong Microsoft Office (Word, Excel) and Google Apps skills
• Sense of humor, and the ability to tactfully diffuse tense situations
• Ability to work in close proximity to other coworkers in a shared office space
• Must have a valid Drivers License and reliable transportation
• Ability to work on site typically from 9- 6 PM M- F, and occasional weekends depending on the needs of the job.
• Ability to work in an environment where the noise can be moderate to high
• Ability to perform all work with a direct reflection of the vision, mission, and values of Zach Theater

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

This is an on-site, campus-based role. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions, upon request to HR.

• Ability to lift, push, pull or otherwise maneuver up to 45 lbs repeatedly, either alone or with assistance
• Ability to climb stairs and ladders
• Must have reliable transportation and the ability to work with a flexible schedule, including nights and weekends as scheduled
• The noise level in this work environment is typically moderate and can be high

ORGANIZATIONAL RELATIONSHIPS:

Reports to: Director of Production

Supervises (if any): N/A

Supports: Production and administrative staffs at-large, and guest artists

Peer collaboration/communicates with:

All administrative and production staff, and guest artists

COMPENSATION AND BENEFITS:

The beginning salary starts between $45K - $50K annually, commensurate with experience and qualifications. New hires are typically brought into the organization between the minimum and midpoint of the range posted depending upon qualifications, post graduate years of professional experience in a similar role, internal equity, and the budgeted amount for the role. As an exempt position, this role is not eligible for overtime pay.

Some of the great benefits available to Zach Employees:

• Affordable Healthcare Coverage for Full-Time Employees and their Dependents
• Employer Paid Life and AD&D insurance
• Employer Paid Short and Long-Term Disability Insurance
• 401K Matching Program
• Vacation, Sick, and Personal Time
• Paid Holidays
• Free Parking
• Tickets to Mainstage and Family Series shows and enrollment in Camps/Classes

All offers of employment are conditional pending the successful completion of background and reference checks.

Zach is committed to ensuring an equitable and inclusive workforce and we strive for a team that reflects Austin’s diverse culture. All applicants will receive consideration for employment without regard to race, creed, color, religion, national origin, sexual orientation, gender identity, disability, sex or age.