Production 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 | Lake Worth Beach, FL | Full-time | On-site

Department: Production

Reports to: General Manager

Salary: $60,000–$70,000 annually

Job Summary

Frost Florida is seeking a Production Coordinator to organize the purchasing, travel, order information, and documentation needed to prepare live events for execution. This position follows coordination tasks through completion and identifies missing information or delays before they affect a show.

Reporting to the General Manager, this position works closely with Sales, Production Managers, Department Heads, Warehouse, Operations, and Accounting to keep job details accurate, communicate changes, and ensure teams have the information and materials they need.

Key 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.

Experience and Education

• At least two years of experience coordinating projects, events, logistics, purchasing, or operations, including responsibility for tracking details and following tasks through completion.
• Strong organizational skills and attention to detail, with the ability to manage multiple active jobs and meet deadlines as priorities change.
• Clear written and verbal communication with internal teams, clients, vendors, and traveling crew members.
• 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.
• Sound judgment, discretion with employee and client information, and the ability to work independently while recognizing when an issue needs to be escalated.
• Experience in live events, audiovisual production, equipment rentals, hospitality, or a related production environment preferred.
• Experience with enterprise resource planning (ERP), quoting, inventory, or order management software preferred.
• Experience preparing purchase orders, coordinating vendors or equipment rentals, or arranging travel for multiple people preferred.
• Familiarity with event production documents and basic audiovisual or event equipment terminology preferred.

Physical Requirements

• Ability to perform regular computer work and handle event paperwork and production documents.
• Ability to move between office and warehouse work areas to coordinate documents and event preparation.

This is primarily an office position based at Frost Florida in Lake Worth Beach, with regular coordination across office and warehouse teams. The standard schedule is 9 a.m. to 5 p.m., Monday through Friday. Event requirements may call for assistance after hours or on weekends, particularly during the October through May busy season.

ADA Statement:

The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Equal Opportunity Employer Statement:

FROST Lighting Company of Florida, Inc. is an Equal Opportunity Employer that values and respects the importance of a diverse and inclusive workforce committed to leveraging diverse backgrounds, perspectives, and experiences that create opportunities for our colleagues and our business. It is the policy of the company to recruit, hire, train and promote persons in all job titles without regard to any protected category.