Program Coordinator

Creative Solutions Services, LLC; Los Angeles (CA); Hybrid; USD 52,000 - 72,000; Full time

Job summary

Creative Solutions Services, LLC invites a detail-oriented Production Coordinator to support The House project on a 7-8 month contract in Los Angeles. You will coordinate project information with internal teams and external partners, keeping everyone informed and aligned.

Responsibilities include maintaining project files, scheduling meetings, routing assets and contracts, and building decks for updates. You will liaise with agencies, vendors, and onsite production teams to ensure smooth

Qualifications

• Experience supporting live events or large-scale projects.
• Proven ability to coordinate with agencies, vendors and internal teams.
• A track record of creating and maintaining executive-level status decks.
• Experience handling vendor onboarding, invoices, NDAs, and contracts.
• Experience translating creative direction into operational execution.
• Familiarity with G Suite, Airtable and Slack.

Responsibilities

• Maintain and update a shared project tracker and files with internal partners and external vendors.
• Attend and take notes in team syncs; circulate recaps and action items.
• Track approval status of assets through legal, licensing and marketing review.
• Log and route invoices, NDAs and onboarding paperwork for approval.
• Book vendor and agency meetings across calendars and time zones.
• Draft and format slides for Programming Producer and production team.
• Coordinate travel logistics for team members traveling to project sites.
• Serve as day-to-day point of contact for onsite production specialists.
• Maintain open items and dependencies; flag risks.
• Maintain activation deck and ensure slides are current.

Skills

Event coordination

Vendor management

Asset management

Presentation decks

Travel logistics

Cross-functional coordination

Note taking

Vendor onboarding

Project tracking

Tools

G Suite

Airtable

Slack

Job description

Job Title: Production Coordinator

Location: 5808 Sunset Blvd, Los Angeles, CA 90028

Compensation: $45.00/hr

Details: 7-8 month contract (opportunity to extend/convert, W-2 and benefits eligible)

Summary: We foster a high-performance environment where individuals are trusted to make decisions and are expected to act in the best interest of the company. We value creativity, innovation, direct communication, and a relentless pursuit of excellence. We encourage taking smart risks, embracing curiosity, and continuously raising the bar. We look for team members who are self-motivated, highly accountable, thrive in a fast-paced environment, and are passionate about making an impact through their work.

Position Overview

• Support the Integration of project information with internal and external organizations including project team.
• Communicate to cross-functional partners internally, such as Marketing, Comms, PR, Licensing, IP, Legal, Content and Music. Keep key members informed, solicit feedback and implement when appropriate.
• Liaise with third party vendors and partners, including creative agencies, production vendors, ticketing, marketing, and site operations.
• Collect, update, and maintain detailed project files across creative, production, and operations, keeping a consistent archival structure through the life of a project.
• Assist in collecting assets and materials for research
• Assist in routing assets for approvals.
• Assist with routing and processing of contractual and financial documents (i.e. NDAs, invoices, vendor set-up, etc.)
• Schedule meetings, work sessions, and reviews for internal team, cross-functional partners, and with external agencies as needed. Be designated note taker in meetings and send out recaps and action items.
• Coordinate travel agendas and logistics to ensure that team trips are well defined with agendas, itineraries, and stakeholder travel info.
• Build presentation decks for internal team updates, executive reviews, local municipality, and external partners.
• Assist the Programming Producer with day-to-day Programming coordination for The House, liaising with onsite production specialists on execution.

Responsibilities

• Maintain and update a shared project tracker and files, including shares with internal partners and external vendors
• Attend and take notes in recurring team syncs, weekly production meetings, and ad hoc creative reviews; circulate recaps and action items
• Track approval status of creative assets moving through legal, licensing and marketing review, and follow up with stakeholders
• Log and route incoming invoices, NDAs and vendor onboarding paperwork to the appropriate approver, and track turnaround time.
• Book and confirm vendor and agency meetings, including scheduling logistics across multiple calendars and time zones
• Draft and format slides for Programming Producer and production team
• Coordinate travel logistics for team members traveling to The House sites, including itineraries, review coordination and timelines
• Serve as the day-to-day point of contact for onsite production specialists at The House, relaying programming updates and escalating issues to the Programming Producer
• Maintain a running list of open items and dependencies across the project and flag risks
• Maintain the project activation deck to ensure all creative, operational, production, and marketing slides are up to date; follow up with cross-functional partners to confirm their sections are current
• Manage meeting agendas, ensuring objectives, topics, and owners are clearly defined and distributed in advance

Nice to Haves or Preferred Skills

• Experience supporting live events, experiential activations, entertainment, hospitality, programming, or large-scale consumer-facing projects.
• Experience working with creative agencies, production companies, vendors, or other external partners.
• Experience building and maintaining executive facing presentations and project status decks.
• Experience managing vendor onboarding, invoices, contracts, NDAs, or other administrative production processes.
• Experience working directly with onsite production teams and translating programming or creative direction into operational execution.
• Experience working in G Suite, Airtable and Slack.

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