Production Coordinator (3-Months Fixed Term)

VX Media; New York (NY); On-site; USD 39,000 - 47,000; Full time

Job summary

VX Media is seeking a detail-oriented Production Coordinator for a three-month assignment in New York City. You will support the production team by keeping schedules, crew lists, vendors, and on-site logistics organized and up to date, working closely with the Production Manager as a key communication link across crews and internal teams.

The ideal candidate is highly organized, responsive to changing priorities, and committed to following each task through to completion.

Qualifications

• Strong organizational skills and attention to detail.
• Clear and professional written and verbal communication skills.
• Experience coordinating vendors, crew members, or production logistics.

Responsibilities

• Support the Production Manager throughout pre-production, execution, delivery, and project wrap.
• Maintain production calendars, schedules, contact lists, crew lists, project trackers, and shared files.
• Prepare and distribute meeting notes, action items, production updates, call sheets, and schedule changes.
• Contact vendors and collect estimates, availability, invoices, W-9 forms, insurance certificates, and other required documentation.
• Assist with booking crew, equipment, studios, locations, transportation, catering, accommodations, and production supplies.
• Coordinate crew onboarding, deal memos, releases, timecards, and payroll paperwork.
• Track purchase orders, receipts, petty cash, production-card expenses, invoices, and budget updates.
• Maintain organized digital files and ensure the team is working from current document versions.

Skills

Communication

Organization

Google Workspace

Tools

Microsoft Office

Job description

Pay: $28.00 - $34.00 per hour

About the Role

VX Media is seeking a detail-oriented and proactive Production Coordinator to support our production team during a three-month assignment.The Production Coordinator will help keep schedules, crew information, vendors, production documents, expenses, and on-site logistics organized and up to date. This person will work closely with the Production Manager and serve as an important communication link among crew members, vendors, and internal teams.

The ideal candidate is organized, responsive, comfortable with changing priorities, and committed to following every task through completion.

Key Responsibilities

• Support the Production Manager throughout pre-production, execution, delivery, and project wrap.
• Maintain production calendars, schedules, contact lists, crew lists, project trackers, and shared files.Schedule production meetings, site visits, rehearsals, fittings, deliveries, and other appointments.
• Prepare and distribute meeting notes, action items, production updates, call sheets, and schedule changes.
• Contact vendors and collect estimates, availability, invoices, W-9 forms, insurance certificates, and other required documentation.
• Assist with booking crew, equipment, studios, locations, transportation, catering, accommodations, and production supplies.
• Coordinate crew onboarding, deal memos, releases, timecards, and payroll paperwork.
• Track purchase orders, receipts, petty cash, production-card expenses, invoices, and budget updates.
• Maintain organized digital files and ensure the team is working from current document versions.Support production days with crew communication, check-in, supplies, transportation, meals, and schedule updates.
• Follow up on outstanding documents, approvals, deliveries, invoices, and action items.
• Assist with equipment returns, expense reconciliation, file archiving, and final project wrap.Identify missing information or potential delays and promptly elevate them to the Production Manager.

Qualifications

• At least 1–3 years of experience in production coordination, events, advertising, media, entertainment, operations, or project coordination.
• Strong organizational skills and attention to detail.
• Clear and professional written and verbal communication skills.Ability to manage multiple tasks, deadlines, and changing priorities.
• Experience coordinating vendors, crew members, or production logistics.
• Basic familiarity with call sheets, invoices, receipts, timecards, releases, and purchase orders.
• Proficiency with Google Workspace or Microsoft Office, particularly spreadsheets and shared calendars.
• Familiarity with Saturation and Lark
• Experience with New York City vendors, studios, locations, or production resources is preferred.
• Must be legally authorized to work in the United States.