Production Coordinator

Flyhouse; Chicago, Northern (IL, KY); Hybrid; USD 52,000 - 68,000; Full time

Benefits offered by this job

401(k) with Company Match

Year-End Bonus (Performance-Based)

Paid Training & Professional Dev.

Flexible Paid Time Off

Job summary

The Chicago Flyhouse, Inc. is seeking a Production Coordinator to provide on-site administrative support across multiple projects in Chicago, IL. The role requires 3+ years of administrative experience and strong MS Office skills to coordinate calendars, billing, contracts, and onboarding.

Some after-hours work may be needed to accommodate client needs. Join a team of project managers, engineers, safety technicians, and riggers as you help deliver creative solutions for diverse venues and

Qualifications

• 3+ years Administrative Support Experience
• Bachelor’s Degree Preferred
• Strong written and verbal communication skills
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel)
• Must operate out of Chicago, IL headquarters primarily

Responsibilities

• Provide detail‑oriented on-site administrative support across multiple active projects
• Maintain calendars, schedules, and multi‑project tracking with updated deliverables
• Support project billing and budget administration and keep documentation updated
• Maintain project documentation and records throughout the lifecycle
• Assist with contract administration, insurance compliance, safety requirements and close-out documentation
• Coordinate payroll reporting, PTO tracking, onboarding, and travel arrangements

Skills

Administrative Support

Communication

Microsoft Office

On-site coordination

Education

Bachelor’s Degree Preferred

Tools

Outlook

Word

Excel

Job description

Looking for the opportunity to lead custom mechanical solutions? Looking for a job that will allow you to work on creative projects, gain hands-on experience, build unique equipment, and collaborate with a diverse team? A Production Coordinator position at The Chicago Flyhouse, Inc., may be right for you!

A career at Flyhouse is more than just a job. It's an opportunity to work on some of the most well-known structures and facilities in the country. You will be part of a team creating innovative solutions alongside like-minded project managers, engineers, safety technicians, and rigging experts to address technical, mechanical, and aesthetic design constraints. Working at Flyhouse is a career like no other. We are looking for the next candidate to complement our growing crew and bring their own intrinsic motivation to the table.

Often, Flyhouse can customize a job to best fit a potential employee's background and career aspirations.

Location

Chicago, IL

Key Responsibilities

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.

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 on-boarding, 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

Full-Time, Salaried Position paid weekly via W2

Flexible Paid Time Off

401(k) with Company Match

Year-End Bonus (Performance-Based)

Paid Training & Professional Development Opportunities

Employees are required to acknowledge and adhere to the following Flyhouse policies:

• You will be considered a full employee of Chicago Flyhouse, Inc. As such, you will be covered under Chicago Flyhouse, Inc. general, excess, professional, and worker’s compensation insurance policies. Applicable state and federal taxes will be deducted from each payroll check.
• Work at the Chicago Flyhouse office, located at 2450 W Hubbard St., will take place Monday-Friday 7:00 AM–4:00 PM with a daily 60-minute unpaid lunch (with an option to take a 30-minute unpaid lunch allowing the day to finish at 3:30 PM). Onsite work hours are determined based on need.
• Certain basic guidelines of dress and hygiene shall be followed. All employees are expected to dress in a manner appropriate for their job responsibilities. Employees are also asked to wear clothing that minimizes safety risks. Particular attention must be paid to appropriate shoes, proper hair tiebacks and/or coverings, and adequate skin coverage to avoid injuries in the workplace.
• Employees are subject to the Chicago Flyhouse Drug & Alcohol Policy, Background Check Policy, Harassment Policy, and any other applicable company policies not specifically named. If you have any questions relating to our various company policies, please contact the HR & Compliance Manager.
• All employees must submit a timesheet for the period(s) of time worked. These timesheets are due via email no later than the Monday following the week worked. The pay period is Sunday-Saturday. Paychecks are available the Friday following the week worked via direct deposit or check. Any physical checks are mailed on Friday.

Protection of Confidential Information:

Confidentiality. Employee recognizes that Chicago Flyhouse, Inc. has acquired and will be developing certain confidential information, including, without limitation, business plans, project proposals, designs, branding, operating manuals, models and strategies, software, source code, customer lists, and information, customer prospect lists, vendor lists, contact lists and information, financial information, legal agreements, trade secrets, know-how, systems, methods and other information which Chicago Flyhouse, Inc. and its affiliates regard as confidential (collectively, "Confidential Information"). Employee agrees that, upon completion or termination of their employment with Chicago Flyhouse, Inc. for any reason, they will immediately deliver to Chicago Flyhouse, Inc. all documentation, computer storage devices, or other items containing or relating to Confidential Information (including Confidential Information dating before the date of this Agreement) as well as any other matters which may involve the business of Chicago Flyhouse, Inc., together with all copies thereof, irrespective of whether they created the same or were involved with the same and that they will neither copy nor take any such materials or items with them upon the termination of this Agreement.

Employee further agrees that they will not at any time, either while engaged as an employee by Chicago Flyhouse, Inc. or after completion or termination of their employment agreement with Chicago Flyhouse, Inc. for any reason, directly or indirectly, reveal Confidential Information to any other person, corporation or entity or otherwise use the Confidential Information for their benefit or the benefit of any other person, including Confidential Information learned or obtained before the date of this Agreement for a period of five (5) years. Employee acknowledges that the contents of this Agreement shall constitute Confidential Information, and the employee agrees to promptly notify Chicago Flyhouse, Inc. of any request by any individual or company to review the contents of this Agreement.

Incredible opportunity to work in a niche area of the automation world, allowing you to see your work develop into a fully-functioning product in a short timeline, while constantly challenging your knowledge to create new and reliable solutions. Flyhouse offers the benefits of a big corporation without the big corporation mindset.

Flyhouse is a specialty rigging contractor supplying services to the theatre, entertainment, arena, cruise ship, retail, museum, and specialty industries around the world.