Production Coordinator

Autumn Communications; New York (NY); On-site; USD 48,000 - 65,000; Full time

Job summary

Autumn Communications is seeking an Experiential Marketing Coordinator in New York to support production and execution of activations. The role emphasizes tracking production documents, managing vendor/venue reports, and coordinating logistics with a fast-paced team.

The ideal candidate has 1-3 years in event coordination or related fields, is highly organized, and detail-oriented. Willingness to travel and work flexible hours is a plus for dynamic brand experiences.

Qualifications

• 1-3 years of experience in event coordination, marketing, or project management.
• Strong organizational and multitasking skills with a keen attention to detail.
• Proficiency in Microsoft Office, Google Suite, and PM tools (Asana, Monday.com, Trello).

Responsibilities

• Assist in creating and maintaining venue reports with location details and requirements.
• Compile and manage vendor reports, tracking deliverables, timelines, and key contacts.
• Develop and organize foundations of creative decks aligned with the broader creative vision.
• Maintain an inventory tracker documenting assets and materials for events.
• Track and update budget reports, providing regular financial insights to the production team.
• Organize and manage shot lists for visual content needs during activations.
• Oversee preparation and distribution of print mechanicals for timely production.
• Maintain comprehensive notes and documentation to support project tracking and team communication.
• Collaborate with internal teams and external vendors for smooth execution of activations.
• Provide on-site event support, assisting with logistics, setup, and execution.
• Contribute to ideation and concepting, developing innovative experiential marketing strategies.
• Update the event matrix to ensure all production elements are approved for creation.

Skills

Organizational skills

Attention to detail

Microsoft Office

Google Suite

Project management tools

Tools

Asana

Monday.com

Trello

Job description

The Experiential Marketing Coordinator plays a critical role in supporting the production and execution of experiential marketing activations. Reporting to the Experiential Marketing Production Manager, this role will be responsible for tracking and organizing key production documents, managing vendor and venue reports, and ensuring seamless coordination of logistics. The ideal candidate has1-3 years of experience + is highly organized, detail-oriented, and eager to contribute to the success of dynamic brand experiences.

Key Responsibilities:

• Assist in the creation and maintenance of venue reports, ensuring all location details and requirements are properly documented.
• Compile and manage vendor reports, tracking deliverables, timelines, and key contacts.
• Develop and organize foundational elements of creative decks, ensuring alignment with the broader creative vision.
• Maintain an inventory tracker, ensuring accurate documentation of assets and materials for events.
• Track and update budget reports, providing regular financial insights to the production team.
• Organize and manage shot lists to ensure all visual content needs are accounted for during activations.
• Oversee the preparation and distribution of print mechanicals, ensuring timely and accurate production.
• Maintain comprehensive notes and documentation to support project tracking and team communication.
• Collaborate with internal teams and external vendors to ensure smooth execution of experiential marketing programs.
• Provide on-site event support as needed, assisting with logistics, setup, and execution.
• Contribute to creative ideation and concepting, working alongside the team to develop innovative experiential marketing strategies.
• Update the event matrix to ensure all production elements are accounted for and have been approved for creation.

Qualifications:

• 1-3 years of experience in event coordination, marketing, or project management.
• Strong organizational and multitasking skills with a keen attention to detail.
• Proficiency in Microsoft Office, Google Suite, and project management tools (e.g., Asana, Monday.com, Trello).
• Excellent written and verbal communication skills.
• Ability to thrive in a fast-paced, deadline-driven environment.
• Willingness to travel and work flexible hours based on event schedules.