Production Coordinator

JD: Production Coordinator

About XDA

XDA is a leading experiential agency specializing in the execution of events and projects across various industries, including product launches, customer-facing events, press events, employee events, B2B meetings, and video production in both live and virtual settings. We foster a culture of learning, innovation, and collaboration, empowering our team to deliver cutting-edge solutions and exceptional experiences for our clients.

Department:Production Coordinator

Role:Production Coordinator

Summary 

The Production Coordinator will have the opportunity to support multiple programs within the agency at various stages of production, and will be an integral part of the team to ensure all aspects of the project lifecycle, from early concept through onsite execution, are delivered successfully. Key responsibilities include managing multiple logistics and operational elements, as well as administrative tasks and duties to support the dedicated account production team (associate producers, production managers, producers and executive producers). The position requires strong organizational and communication skills - as well as proficiencies in Google Suite and project management software, where applicable.

This is a remote role with preference on the West Coast in PT or MT time zones, though this is not required. Must be able to travel up to 40%.

 Key Responsibilities 

 Pre Production 

• Assist in the organization and maintenance of all production documents/assets as it relates to Google drives, Slack channels, calendars, emails, and project management software

• Schedule production team and cross functional support meetings (including 3rd party), as well as keep detailed notes (with added AI plug-ins) to support consistent project communication and associated action items

• Generate and maintain project contact lists (internal, client, vendor partners)

• Research project related vendor partnerships required and prepare feasibility analysis/budget estimates for producer review and approval

• Maintain and update production crew travel reports/hotel bookings, supply tracking lists, credentialing, craft service, etc. to ensure meeting milestone deliverables

• Misc. tasks, as assigned

Onsite Execution

• Prior to arrival onsite, ensure all pre-production related documents and associated materials have been shared with the production and cross functional teams to ensure preparedness

• Set up the Production Offices

• Serve as the onsite point of contact for access (distribution of credentials), meal services, brand ambassador needs, and production assistants

• Coordinate shipping, drop offs, and pick ups for vendors ensuring smooth deliverables.

• Provide any production runs, as needed (with support from PA’s)

• Handle printing, where required given sustainability efforts (ROS production books, notecards for stage, reserved signs/rehearsal signs, etc.)

• Ensure all internal and external teams have loaded out successfully, and maintain documentation for close-out with regard to all goods/services procured

 Post Production

• Assist the Executive Content Producer with video records and audio files

• Organize and archive relevant project files and channels post-event

• Upload final show files to XDA Google Drive

• Set up a document for debrief notes

• Assist Production team in collecting feedback from multiple sources

• Provide admin support to Production Producers with budget reconciliation

 Experience: 

• 0-3 years in event production or a related field.

What You Will Learn & Accomplish

• Proactive communication and organized task management

• Understanding project timelines and prioritization

• Familiarity with budgeting and reconciliation processes

• Vendor and resource management

• Onsite execution and logistics

• Mastery of XDA internal processes and tools

• Mentorship from Lead Producers and Associate Producers

Valued Skills & Experience

• Highly organized/detail oriented, and a natural problem solver

• Ability to manage multiple projects, at various stages of production, with ease and agility

• Experience with PMM software and budget management spreadsheets

• Willingness to travel for location scouting, pre-production and onsite execution (often long hours, evenings, weekends)

• Bachelor’s degree and/or relevant experience in experiential events

Career Path

• Production Department: Associate Producer

What Success Looks Like

• High accountability for work and putting in the required effort to deliver operational excellence

• Effective communication and collaboration with internal and external partners

• Extreme flexibility and adaptability with a team-first, can-do attitude

• Continuous appetite for learning and development with regard to production skills (including technical acumen)

This job description reflects the core responsibilities and expectations for the production coordinator role at XDA. Additional duties may be assigned as needed to support the success of the team and agency.