Production Coordinator

VML, part of WPP, is a leading creative company known for its innovative work with major clients. They are seeking a highly organized Production Coordinator to assist in planning and executing events and experiential projects, managing logistics, vendor relationships, and budgets to ensure seamless production.

Responsibilities

• Assist Production Managers and Directors across all phases of event production, including pre-production, on-site execution, and post-event wrap-up
• Maintain and organize essential project documentation, such as production schedules, timelines, vendor lists, manifests, and event briefs
• Research, source, and obtain quotes from various vendors, including AV, catering, fabrication, rentals, staging, and transportation
• Coordinate logistical details, including equipment delivery, travel arrangements, and accommodations for staff and talent
• Assist in developing and managing project budgets, processing invoices, and maintaining accurate financial records
• Provide hands-on support during event load-ins, live event days, and load-outs to ensure smooth operations
• Proactively identify and troubleshoot logistical challenges, escalating issues to the Production Manager when necessary
• Facilitate clear and consistent communication between internal teams, clients, and external vendors, preparing call sheets and production schedules

Skills

• 1 to 3 years of experience in event production, project coordination, or administrative support, preferably within an agency or events company
• Exceptional organizational skills with meticulous attention to detail and the ability to manage multiple tasks simultaneously
• Strong written and verbal communication skills to articulate clearly and professionally with diverse groups
• Proficiency in Microsoft Office Suite (especially Excel for budgeting and tracking) and familiarity with Google Workspace
• A solid understanding of financial processes and a commitment to operating within project budgets
• Experience with project management software (e.g., Asana, Monday.com, Trello)
• Basic knowledge of CAD software or graphic design tools

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