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Creative Project Coordinator Job at Production Club in Los Angeles

Production Club
Los Angeles, CA Full Time
POSTED ON 2/17/2025
AVAILABLE BEFORE 5/14/2025

ABOUT US :

Production Club is a multidisciplinary team of badasses inventing, designing and producing large-scale events, shows, and experiences worldwide.

JOB SUMMARY :

As a Creative Project Coordinator, you will provide essential administrative support to our Creative Services team, managing project logistics for our global tech client account. In this role, you’ll be involved in the full lifecycle of creative production for a large-scale, multi-venue conference. You’ll coordinate a high volume of creative deliverables, assist with team logistics, and support vendor communications—all while collaborating with a very busy cross-functional team of creatives and producers.

KEY RESPONSIBILITIES :

  • Project Coordination including research, administrative support to creative teams / producers, track project timelines, databases and spreadsheets while providing updates to stakeholders and vendors.
  • Manage and track project timelines alongside Producers, keeping timelines up to date and communicating deadlines to the team.
  • Detailed maintenance of internal project tracking systems, databases, and spreadsheets, meeting notes, file and management archiving.

Vendor and Budget Admin :

  • Coordinate and oversee fulfillment of orders and arrange logistics with vendors, including contracting, processing invoices, and gathering certificates of insurance.
  • Track expenses on budgets and other databases by inputting all expenses, filing all corresponding receipts / invoices, and submitting necessary payments to accounting.

    • Creative Production :

  • Assist with advancing all on-site operational set-up items, scheduling and team needs.
  • Work with Producers and vendors on overall load-in scheduling and logistics.
  • Coordinate hotel and flight bookings logistics for Production Club team and external contractors.

    • MUST-HAVES :

  • Previous experience in a creative project management role including creative asset management and familiarity with creative processes.
  • Experience in a high volume administrative support role.
  • Experience booking travel, building itineraries and tracking expenses.

    • Soft skills :

  • Proactive and dependable approach to getting tasks done.
  • A problem solver at heart; unafraid to try anything in the name of project happiness and efficiency.
  • Highly organized and attentive to details; you don't let things fall between the cracks.
  • Direct communication style with exceptional follow-through and strong interpersonal skills; you’ll interface with many people.

    • Technical competencies :

  • High level of proficiency with Google Sheets and / or Excel, including formulas and heavy data entry.
  • Familiarity with Airtable, or similar database driven project management systems.

    • Working location :

  • Ability to work out of our Los Angeles studio Tuesdays to Thursdays.
  • Ability to travel as needed; up to 10% of the year.
  • Ability to work long hours during event week load-in and ability to move easily through crowded venues.
  • Experience working with cross-functional teams in a hybrid / remote environment.

    • NICE-TO-HAVES :

  • Previous client-facing experience.
  • Fluent in Spanish.

    • ANTICIPATED PROJECT DURATION : 03 / 03 / 2025 - 5 / 26 / 2025

    COMPENSATION : $34 / hour

    Production Club embraces diversity and encourages self-expression. We do not discriminate for any reason, period. We encourage applicants with special needs to inform us of any accommodations that can enhance your experience and enable you to thrive.

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    Salary : $34

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