Production Services Coordinator

AbelCine, Inc.; New York (NY); On-site; USD 55,000 - 60,000; Full time

Benefits offered by this job

Healthcare (medical, dental, vision)

401k plan

Flexible spending accounts

Pre‑tax commuter benefits

Paid time off, sick leave and holidays

Gym membership discounts

Job summary

AbelCine, a full‑service equipment provider, seeks a Production Services Coordinator in NYC to manage talent pools and deploy personnel on projects requiring specialized labor. You will lead vendor and client communications, develop labor estimates, and oversee onboarding and timecard processes for staff on multi‑cam live or on‑site events.

Ideal candidates bring 2+ years on‑set production and labor staffing experience, strong organizational and communication skills, and proficiency with

Qualifications

• Undergraduate degree in Film Production or Media.
• 2+ years of on-set production experience.
• 2+ years supporting labor staffing in an entertainment environment.
• Strong organization and planning skills.
• Excellent verbal and written communication.
• Ability to manage complex payroll information.

Responsibilities

• Lead admin for vendors, clients, and all outside partners.
• Create and submit detailed labor estimates; negotiate crew rates within budget.
• Provide billing totals to salesperson/project manager.
• Coordinate crew availability and confirmations; fill gaps with qualified staff.
• Onboard new talent into Salesforce and HRIS; collect onboarding paperwork.
• Process timecards and invoice Production Services clients.
• Book travel for Production Services personnel.

Skills

Communication skills

Negotiation

Leadership experience

Organization & planning

On-set production experience

Teamwork

Ability to multitask

MS Office

Education

Undergraduate degree in Film Production or Media

Tools

MS Office

Salesforce

HRIS

SharePoint

Job description

AbelCine is a full‑service equipment and technology provider to the broadcast, production, and new media industries. We offer sales, finance, training, rental, and tech services to our professional customer base with offices in New York, Chicago, and Los Angeles. We are currently seeking a Production Services Coordinator to join our Production Services Department in our NYC headquarters.

This position is responsible for the development of our talent pool, as well as the sourcing and deployment of personnel on projects that require specialized labor. Projects may include multi‑cam live and recorded events, specialized production support, on‑site installations, and internal projects. The work requires knowledge and experience in the cinema and broadcast industry, strong communication skills, experience with coordinating personnel, and the ability to follow our policy guidelines. This role will handle all the administrative details associated with each deployment and strive to ensure both the customer and the talent a rewarding experience. This is an excellent opportunity for a dynamic, hardworking individual to participate in our exciting and fast‑paced company.

This key position encompasses the following responsibilities:

• Lead admin for vendors, clients, and all outside partners
• Exercise knowledge of production to work with the client and the Production Services team to best determine the role needed for a project
• Create and submit detailed labor estimates based on the client’s requirements; negotiate rates with the crew to work within the budget
• Provide the salesperson / project manager with totals of labor costs when necessary and provide finalized show billing
• Contact Managers and lead personnel for their availability and pre‑confirm; utilize, if available, client‑preferred crew lists and fill in any gaps in the crew with the most qualified employees available; send out crew confirmation to crew members secured for each event.
• Key point of contact for Production Services department crew confirmations, crew issues, verifying requirements for each day, confirming availability of crew, and changes in staff size as necessary
• Onboard new talent into Salesforce and HRIS platforms to ensure a contract profile is completed and all pay‑related and confidentiality documents are delivered and signed
• Collect and correlate all required onboarding paperwork, safety, and work certificates and input them into the platform as necessary
• Request POs for labor invoices and, once approved, submit to AP for payment; submit credit card reconciliation travel reports, expense reports, and per diems to Accounting
• Process timecards and create PO’s for crew members on production deployments; invoice Production Services clients
• Book travel for Production Services personnel as needed on each job

Successful applicants should possess the following skills and attributes:

• Undergraduate degree in Film Production or Media, or equivalent combination of education and work experience
• 2+ years of on‑set Production Experience
• 2+ years of experience supporting Labor Staffing in an entertainment environment.
• Ability to multitask effectively; ability to understand and utilize complex payroll information.
• Exceptional customer and verbal and written communication skills
• Knowledge or experience with negotiation
• Proficient in full Microsoft Office suite (Outlook, Excel, Word, SharePoint); ability to learn proprietary software
• Working knowledge of union and non‑union staffing and accounting payroll practices and procedures
• Leadership experience and strong experience working in a team environment
• Exceptional organization and planning skills
• High level of accountability, professionalism, solid work ethic, and emotional intelligence
• Ability to perform in events of changing priorities and ambiguity
• Experience working in a Windows/MAC OS environment
• Ability to occasionally travel

Physical Effort:

• Prolonged standing, walking for the length of the work shift
• Sitting and standing work at a computer, requiring frequent use of computer monitors
• Manual dexterity and mobility
• Frequent reaching, bending, kneeling, and crouching
• Occasionally remove or replace supplies or equipment weighing up to 25 lbs. from locations at or above shoulder level

This is a full‑time, on‑site, non‑exempt position.

Compensation Range: 55K - 60K

We understand that it’s people that make our company great. Because of this, we’re prepared to offer a competitive salary, incentive bonus, and a wide range of benefits that include healthcare (with dental and vision), a 401k, flexible spending accounts, pre‑tax commuter benefits, supplemental insurance, discounted gym memberships, paid time off, sick leave and holidays, as well as company culture that is relaxed but engaged.

AbelCine embraces diversity and equal opportunity. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We believe the more inclusive we are, the better our company will be.