Associate Production Manager

RUN Studios

26d • Hybrid

About The Position

RUN Studios is seeking a detail-oriented Associate Production Manager to support its Production Manager team for a major corporate client. This is a 3-month contract with potential for extension or conversion, and candidates must currently reside in the Seattle area. The role provides backend production and operational support, with occasional client-facing responsibilities as projects evolve. The Associate Production Manager helps keep complex projects organized and moving forward while coordinating across internal teams, candidates, new hires, clients, and other stakeholders.

Responsibilities include coordinating staffing and resource availability; supporting pre-production logistics; facilitating meetings and documenting notes and follow-ups; maintaining project, staffing, onboarding, budget, billing, and resource records; monitoring timecards, overtime, expenses, and billing data; and supporting candidate and contingent workforce workflows. The role also contributes to process improvement, documentation, training, onboarding readiness, and production logistics such as hard drive handoffs. The position is hybrid, with at least two office days per week and at least eight office days per month. Local travel may be required, and the employee may need to attend client meetings and onsite activities as business needs require. Supervisory responsibilities: none.

The position requires at least 2 years of experience in project coordination, production coordination, project management support, operations, or a related administrative role. Candidates should have advanced Microsoft Excel skills and experience with cross-functional coordination, client-facing communication, project or operational data, meeting support, logistics, and financial or billing records. Targeted starting pay is $34.00 per hour. Eligible employees may have access to medical, dental, vision, life, and AD&D benefits; health savings and flexible spending accounts; telehealth and wellness benefits; paid holidays and paid time off; a 401(k) with company match; discretionary bonuses; and referral bonuses, with benefits varying by location and nature of work.

Requirements

• At least 2 years of experience in project coordination, production coordination, project management support, operations, or a related administrative role, including cross-functional coordination and external stakeholder communication.
• Experience in a client-facing environment, building relationships, communicating with stakeholders, and coordinating across multiple teams and workstreams.
• Advanced Microsoft Excel skills, including creating and maintaining pivot tables and complex spreadsheets; analyzing and validating large datasets; tracking budgets, timecards, resource allocations, project actuals, or other operational data; reconciling multiple data sources; and creating actionable reports, summaries, or dashboards.
• Strong proficiency with Microsoft Office Suite, including Word, Outlook, PowerPoint, and Teams, and experience with project management, workflow, or tracking platforms.
• Experience reviewing, tracking, and maintaining project budgets, billing milestones, invoices, expense reports, or other financial and operational data accurately.
• Ability to manage multiple priorities and workstreams with strong organization, attention to detail, follow-through, and sound judgment.
• Experience preparing for and supporting stakeholder and client meetings, including agendas, discussion points, notes, action items, key updates, and meeting facilitation as needed.
• Experience coordinating operational logistics such as scheduling, travel, calendars, interviews, onboarding, or resource planning.
• Strong analytical and problem-solving skills, including identifying risks and discrepancies, determining next steps, and escalating issues when necessary.
• Excellent written and verbal communication skills, including stakeholder communication, process documentation, meeting facilitation, and strong spelling, grammar, and proofreading skills.
• Ability to work independently, take ownership, and collaborate in a fast-paced, deadline-driven environment.
• Strong interpersonal skills and a collaborative, customer-focused, service-oriented approach.
• Proactive, resourceful, and adaptable, with the ability to navigate changing priorities, evolving processes, and ambiguity.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Must currently reside in the Seattle area.
• Able to work in a hybrid arrangement requiring at least 2 days per week in the office and at least 8 days per month in the office.
• Able to attend client meetings and onsite activities as business needs require.

Nice To Haves

• Experience supporting cross-functional teams in creative services, media production, marketing, staffing or recruiting, technology, or agency environments.
• Experience supporting enterprise-level clients or large-scale workforce programs.
• Experience with Monday.com, Confluence, Beeline, or similar project management, contingent workforce, or vendor management platforms.
• Experience supporting contingent workforce or staffing workflows, including candidate tracking, interview coordination, onboarding, timecard management, resource allocation, and PTO/OOO tracking.
• Experience reviewing candidate qualifications or supporting recruiting operations.
• Experience with process improvement, workforce analytics, and operational reporting.
• Interest in developing and advancing within production or production management.
• Valid driver's license and ability to support occasional local errands as needed.

Responsibilities

• Partner with Production Managers, Recruiting, Human Resources, Finance, Legal, Procurement, and Operations to support client and business objectives.
• Coordinate resource availability, schedules, booking agreements, and staffing logistics with Production Managers, Recruiting, and Human Resources.
• Support pre-production by maintaining project records and forms, coordinating travel, securing location and studio rentals, obtaining quotes for equipment, talent, and locations, arranging crew meals, and preparing call sheets.
• Capture and distribute meeting notes, action items, and follow-ups for team, project, and stakeholder meetings.
• Facilitate and lead weekly team status meetings to support alignment, communication, and project visibility.
• Identify process improvements, document procedures, maintain Confluence resources, assist with training, and provide administrative support for project execution and resource planning.
• Monitor billing milestones and identify, escalate, and track overdue or missing information.
• Manage weekly timecard, out-of-office, and overtime tracking; document approvals, allocate hours accurately to projects, and update project trackers with actuals.
• Review project tracking, budget, billing, and timecard data; investigate discrepancies and escalate issues to support accurate client billing.
• Coordinate candidate submissions and statuses for competitively sourced and contingent workforce requests, and manage onboarding, extension, and offboarding activities with Production Managers and Recruiting.
• Maintain candidate tracking, coordinate interviews and scheduling logistics, and keep statuses and action items current.
• Track post-offer onboarding activities, including background checks, contingent workforce program submissions, equipment orders, and other requirements; provide status updates while keeping Production Managers as the primary point of contact for new hires.
• Coordinate day-one equipment setup and technology orientation to support new-hire readiness.
• Reconcile expense reports by checking receipts and supporting documentation against submitted expenses and escalating discrepancies.
• Coordinate hard drive distribution, collection, and handoffs for editorial and production workflows.
• Maintain accurate project, staffing, candidate, onboarding, billing, and resource-tracking records across systems and reports.

Benefits

• Medical, dental, vision, life, and AD&D benefits for eligible employees.
• Health savings and flexible spending accounts.
• Telehealth and wellness benefits.
• At least seven paid holidays per year.
• Paid time off accrual of at least 6.5 days for temporary employment to at least 15 days for regular employment per year.
• 401(k) plan with company match.
• Discretionary bonuses dependent on company, team, or individual performance.
• Referral bonuses for eligible hired referrals.

What This Job Offers

• Career Level: Entry Level
• Education Level: No Education Listed