Calling all Production Coordinators-our collaborative, bold team is looking for a new coordinator to join us.

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) PMM software, where applicable.

Company Snapshot:

XDA is an award-winning creative agency with production chops designing experiences for industry-defining brands. This 25+ year award-winning organization is a leader in the industry serving high-profile clients like LEGO, Crowdstrike, Cartoon Network and Lowe’s. Our teams fluidly work across client categories ranging from entertainment and retail to technology and finance. We have a special place for working with brands that are doing their part to build a better world. With over 60 FTE and 100- 200 freelance/contract employees at the company - we are continuing to win new clients and looking for more talent to join our exceptional team. You can check out more about our work and culture here.

We’re here to create better. Better — experiences, stories, relationships, worlds Everydamnday.

Because if we aren’t creating better work, or creating a better place to work—then why create at all?

Department: Production

Location: Remote

Travel: 50%

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 deliveries.
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 and 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.