Virtual Production Coordinator Jobs (NOW HIRING)

Production Coordinator

Location: Nashville

FLSA: Exempt

Reports to: Director of Production

Summary:

The Production Coordinator plays a key support role in planning, organizing, and executing live, virtual, and hybrid events, ensuring all logistical, creative, and operational elements come together seamlessly. Production Coordinators are expected to thrive in fast-paced environments, excel at communication, and are passionate about delivering exceptional event experiences. This position requires a highly organized, detail oriented, problem solving mindset, and the ability to multi-task multiple programs with excellent time management skills.

Key Performance Indicators:

• Overall success, timeliness, and client satisfaction in project execution.
• Consistent and detail-oriented support of Producers and Associate Producers.
• Positive attitude and energy directed towards learning production and the core competencies of
• Go West Creative.
• We strive for a collaborative team mentality, professionalism, and the ultimate client experience
• which requires honesty, integrity, and reliability.
• Core Functions:
• Pre-Production
• Assist Producers with project planning, timelines, budgets, production schedules, crew tracking and other documentation as needed for corporate, experiential and entertainment events as assigned.
• Coordinate, track and source vendor quotes for décor, AVL, fabrication, and hospitality on an event by event basis.
• Support creative and design teams by managing asset delivery, tracking approvals, and organizing production documentation.
• Manage internal Vendor Payment Schedule Tracker, internal and external meeting notes and agendas, and action item lists.
• Organize travel for production and event crew as requested.
• Support production data entry into Monday.com.
• On-Site Production
• Support onsite setup, installation, run-of-show, and strike.
• Act as a liaison between vendors, talent, creative teams, and clients during event execution.
• Ensure safety, compliance, and brand standards are maintained.
• Troubleshoot and respond quickly to last-minute changes or event needs.
• Assist with errands as needed.

• Responsible for all onsite documentation prints for crew and sending out daily crew emails.

Post-Event

• Assist with event debriefs both internal and external within two weeks following an event.
• Responsible for maintaining all final files within SharePoint including photography, onsite
• documentation, and fully executed vendor and freelance agreements.
• Track and collect final invoices, receipts, and assist with event financial reconciliation.
• Education/Experience:
• Bachelor of Arts in Communication, Marketing, Event Management, Hospitality or related field preferred. Equivalent combination of education and relevant professional experience to be considered.
• 2-4 years of experience coordinating or supporting entertainment, live events, brand activations, or experiential campaigns.
• Proven ability to plan and execute events from conceptualization to completion while maintaining strong attention to detail.
• Strong organizational and time-management skills, ability to juggle multiple projects and deadlines.
• Familiarity with production processes, live event logistics, and vendor coordination
• Proficiency in Microsoft Office, OneDrive, and project management tools (Monday.com,
• SharePoint, etc).
• Calm, collaborative, and solutions-oriented under pressure.
• Strong background in vendor management, budgeting and onsite event coordination
• preferred.
• Physical Requirements/Traveling:
• Ability to stand or walk for extended periods of time.
• Must be able to lift, carry and move up to 50 lbs of materials or equipment as necessary.
• Comfortable working indoors and outdoors in various weather conditions.
• Travel is up to 30% for onsite events and site visits across the region and nationally as
• needed.
• Must be available for evenings, weekends, and holidays based on business and event
• needs.
• Valid driver's license and ability to rent and drive vehicles safely.

Behaviors/Competencies, and Skills:

• Analytical, Problem Solving
• Professionalism
• Strong, positive leadership
• Oral Communication / Written Communication
• Cost Consciousness
• Confidentiality – Internally and for our clientele
• Ethics - Treating people with respect; Keeping commitments; Inspiring the trust of others;
• Working with integrity and ethically; Upholds organizational values.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Change
• approach or method to best fit the situation; Able to deal with frequent change, delays, or
• unexpected events.
• Initiative - Volunteers readily; Asks for and offers help when needed.
• Innovation - Meets challenges with resourcefulness.