Production Coordinator

Chicago Flyhouse; Chicago (IL); On-site; USD 54,000 - 66,000; Full time

Benefits offered by this job

Full-time position

Flexible PTO

Health insurance

401(k) with company match

Year-end bonus

Paid training

Job summary

Chicago Flyhouse is seeking a highly skilled Production Coordinator to join our on-site administrative team in Chicago, IL. This full-time role provides essential support to Operations, Project Managers, Supervisors, and on-site crews, with some after-hours availability for time-sensitive needs.

Responsibilities include calendar management, project documentation, billing support, and compliance duties. A Bachelor’s degree is preferred and MS Office proficiency is required.

Qualifications

• 3+ years Administrative Support Experience (Bachelor’s Degree Preferred).
• Strong written and verbal communication skills.
• Must operate out of Chicago, IL headquarters primarily and may work off hours.

Responsibilities

• Provide detail-oriented on-site administrative support across multiple active projects.
• Maintain calendars, schedules and multi-project tracking with deadlines and staffing updates.
• Support project billing and budget administration, including tracking costs and documentation.
• Maintain project documentation and records throughout the project lifecycle.
• Participate in contract administration, including insurance compliance and close-out documentation.
• Coordinate employee onboarding, annual evaluations, and exit interviews.

Skills

Administrative support

MS Office

Communication skills

Driver’s license & passport

Education

Bachelor’s degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Chicago Flyhouse is a specialty rigging company providing unique turnkey solutions for rigging in the entertainment, arena and museum industries.We are looking for a highly skilled and motivated Production Coordinator to join our growing team. This is a full time, on-site, administrative position providing responsive support to Flyhouse Operations, Project Managers, Project Supervisors, and onsite crews. Due to the nature of the work, some on-call availability outside standard office hours is required for time-sensitive administrative and logistical needs.

KEY RESPONSIBILITIES

• – Provide detail-oriented on-site administrative support across multiple active projects, with strong written and verbal communication
• – Maintain calendars, schedules, and multi-project tracking, ensuring deadlines, deliverables, staffing needs, and outstanding items are continuously updated and communicated
• – Support project billing and budget administration, including tracking costs, maintaining supporting documentation, and ensuring materials are routinely updated
• – Maintain project documentation throughout the project lifecycle, ensuring required records, files, and administrative materials remain organized, current, and accessible
• – Participate heavily in contract administration, including but not limited to insurance compliance, safety requirements, and close-out documentation
• – Maintain project-specific hour reporting including certified payroll, EEO compliance, and other CCIP/OCIP related payroll reporting compliance
• – Maintain paid time off tracking and reporting for all employees
• – Assist with all types of employee onboarding, annual evaluations, and exit interviews
• – Coordinate project-specific union insurance and administrative requirements, including tracking project-specific needs and maintaining required documentation
• – Coordinate SPRAT and/or specialty technician hiring administration, including onboarding paperwork, certifications, credentials, and project-specific documentation.
• – Coordinate employee and crew travel, including airfare, lodging, ground transportation, itineraries, and corporate transportation accounts.
• – Travel to project sites as needed to provide administrative, documentation, and logistical support.
• – Assist with daily office support tasks including facilitating visitor access, shipping/receiving, and stocking of supplies
• – Other duties as required

QUALIFICATIONS

• – 3+ years Administrative Support Experience, Bachelor’s Degree Preferred
• – Strong knowledge of Microsoft Software Suite including Outlook, Word and Excel
• – Must demonstrate strong written and verbal communication skills
• – Must be able to operate out of our Chicago, IL headquarters primarily.
• – May need to work off hours to accommodate client’s needs.
• – Driver’s License and Passport preferred

COMPENSATION & BENEFITS

• – Full-Time, Salaried Position paid weekly via W2
• – Annual Base Salary, Minimum: $60,000
• – Flexible Paid Time Off
• – Health, Dental, Vision & Life Insurance
• – 401(k) with Company Match
• – Year-End Bonus (Performance-Based)
• – Paid Training & Professional Development Opportunities