Senior Event Production Coordinator

Wizard Studios North Inc.; New York (NY); On-site; USD 55,000 - 90,000; Full time

Benefits offered by this job

Performance-based annual bonus

Medical, Dental, and Vision Insurance

401k Plan with employer match

Paid Time Off & Holidays

Life Insurance and EAP

Job summary

Wizard Studios North Inc. is seeking a Production Coordinator to manage logistics and administration of each event from quote through closeout.

You will work with the Project Manager and Technical Production Manager to staff, source, schedule, and document services, ensuring crew, vendors, venues, and internal teams receive timely information. Responsibilities include labor and sub-rental coordination, travel planning, itemized production deliverables, and post-event recap.

Qualifications

• Minimum 5 years of Event Production experience with a proven track record of success managing crew, organizing production schedules, and operating equipment.
• Able to work effectively under pressure, self-direct and solve problems with creative solutions, and interact professionally with other departments and venue personnel.
• Computer literate, with basic troubleshooting capabilities.
• Proficient in Microsoft Office Suite including Outlook, Word, and Excel (or equivalent).
• Proficient (with training) in Wizard Operating Systems including FLEX, Google Suite, and Asana.

Responsibilities

• Labor Coordination: Establish staffing objectives, budgets, and strategies; ensure all services referenced in the confirmed Quote are captured.
• Assist with onboarding and gather details via Crew Call emails.
• Manage onsite labor check-in/break/check-out and Meal/Hospitality Plan as needed.
• Evaluate and report employees or contract workers who are not performing to standards.
• Sub-rental Coordination: identify needs, negotiate and coordinate pick up/drop off, QC, and COIs as needed.
• Create LPOs, PPOs and RPOs in FLEX and send for approval.
• Travel: manage travel schedules, hotel bookings, rental cars and flights; document per diems.
• Produce and gather details for Pull Sheets, Production Notes, Timelines, Rosters & Time Sheets, Power & Cabling Plans, Audio or Lighting Plots, Show Book and Recap.
• Ensure event recap is completed, vendor invoices received, and images filed in Google Drive.
• Keep Wizard merchandise and office supplies stocked; assist with meetings setup and internal meals.

Skills

Event Production

Project Management

Communication

Team Coordination

Problem Solving

Tools

FLEX

Google Suite

Asana

Outlook

Word

Excel

Job description

Wizard Studios North Inc. is seeking a Production Coordinator to manage logistics and administration of each event from quote through closeout.

You will work with the Project Manager and Technical Production Manager to staff, source, schedule, and document services, ensuring crew, vendors, venues, and internal teams receive timely information. Responsibilities include labor and sub-rental coordination, travel planning, itemized production deliverables, and post-event recap.