Production Coordinator: Scheduling, Vendors & Logistics

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

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.