Production Services Coordinator

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

Job summary

AbelCine in New York, NY, seeks a Production Services Coordinator for our Production Services Department. The role develops our talent pool and deploys personnel on multi‑cam live and recorded events, on-site installations, and internal projects.

Must communicate well, coordinate personnel, and follow policy guidelines to ensure a rewarding experience for customers and talent. The role requires 2+ years on-set production and labor staffing experience, strong organizational skills, and

Qualifications

• Undergraduate degree in Film Production or Media or equivalent experience.
• 2+ years on-set production experience.
• 2+ years supporting labor staffing in an entertainment environment.
• Ability to multitask and understand complex payroll information.
• Exceptional customer, verbal and written communication skills.
• Knowledge or experience with negotiation.
• Proficient with Microsoft Office; ability to learn proprietary software.
• Experience with union and non-union staffing and payroll practices.

Responsibilities

• Lead admin for vendors, clients, and all outside partners.
• Determine project roles with client and Production Services team.
• Create and submit detailed labor estimates and negotiate crew rates within budget.
• Provide totals of labor costs and finalize show billing to Sales/PM.
• Coordinate crew availability, onboarding, and confirmations for events.
• Onboard new talent into Salesforce and HRIS with contract profiles and pay docs.
• Collect onboarding paperwork, safety, and work certificates; input into systems.
• Request POs for labor invoices and submit for payment; manage travel and expenses.
• Process timecards and create POs for crew; invoice clients.
• Book travel for Production Services personnel as needed.

Skills

Multitasking

Communication

Leadership

Organization

Negotiation

Teamwork

Education

Undergraduate degree in Film Production or Media

Tools

Salesforce

HRIS

Microsoft Office

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.