Coordinator, Producing

PERFORMING ARTS CENTER•Los Angeles, CA

6h•$23 - $28•Hybrid

About The Position

The Production Coordinator provides administrative, logistical, and production support for planning and executing programming and live events within TMC Arts at The Music Center. Under the general direction of the Producing Production Manager, the Coordinator works with the Programming and Producing teams to coordinate performances, festivals, special events, and artistic programs. Supported programs include Dance DTLA, the annual LA County Holiday Celebration, Spotlight Finale, Blue Ribbon Children’s Festival, Very Special Arts Festival, Digital Arts Space Installations, and dance company residencies associated with Glorya Kaufman Presents Dance at the Music Center. The role collaborates across The Music Center’s departments and with Gloria Molina Grand Park, external vendors, artists, visiting companies, community organizations, and off-site venues. It combines administrative work with hands-on production support in a fast-paced live-event environment. The position requires flexibility to work evenings, weekends, and holidays as needed. The position is full-time and non-exempt, scheduled for 35 hours per week, typically Monday through Friday from approximately 9:00 a.m. to 5:00 p.m. The Music Center currently operates under a hybrid work model, with remote work and designated onsite team days; in-person onsite attendance is required to support live events. The arrangement may change based on business needs and position responsibilities.

Requirements

Bachelor’s degree in performing arts or a related field, or an equivalent combination of education and professional experience.
At least 2 years of experience in live production, technical production, performing arts, or a related field.
Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
Experience using CRM platforms, databases, or similar information management systems.
Ability to work evenings, weekends, and holidays according to production and event schedules.
Ability to lift up to 40 pounds without assistance and stand or walk for extended periods.
Reliable transportation for work-related duties and assignments.
Experience with Vectorworks or similar drafting and event-layout software.

Nice To Haves

Background in theater, performing arts, or live-event production.
Familiarity with theatrical labor unions, including IATSE, and related hiring, documentation, and compliance procedures.
Familiarity with production scheduling, run-of-show documents, equipment inventory, crew timekeeping, and event logistics.
Knowledge of the Los Angeles arts and cultural landscape.
Bilingual proficiency in English and Spanish.
Strong organizational, project coordination, and time management skills.
Excellent written and verbal communication skills, including meeting documentation and communication with diverse stakeholders.
Attention to detail and accuracy in managing schedules, invoices, employee records, and production documentation.
Ability to manage competing priorities, meet deadlines, and adapt to changing needs in a fast-paced production environment.
High emotional intelligence, sound judgment, and a flexible, solutions-oriented approach to problem-solving.
Collaborative, team-oriented approach, strong interpersonal skills, and ability to build effective working relationships across departments and with external partners.

Responsibilities

Coordinate Production Assistant requests from internal departments, schedule staffing assignments, communicate with assigned PAs, and maintain division-wide staffing schedules.
Support PA staffing during events by monitoring coverage, coordinating assignments, and ensuring appropriate breaks and program support.
Manage information in CRM platforms and shared databases, and generate basic reports as needed.
Coordinate cross-divisional meetings, maintain calendars, and schedule recurring program, logistics, and production meetings.
Prepare and distribute meeting invitations, agendas, and supporting materials; document discussions and action items; and distribute meeting notes.
Process production invoices by reviewing and coding submissions, tracking supporting documentation, routing invoices for approval, monitoring payment timelines, and following up as needed.
Assist with production planning by preparing scaled event drawings in Vectorworks, reviewing space requests and run-of-show documents, and identifying operational and technical requirements.
Coordinate production orders and logistical needs, including equipment, artist and crew hospitality, weekly parking arrangements, and other event resources.
Track local production crew hours, prepare and submit payroll documentation, and coordinate new-hire paperwork in accordance with organizational and union requirements.
Prepare IATSE new-hire paperwork before production load-ins and arrive ahead of scheduled call times as needed for onboarding and employment verification, including Form I-9 verification.
Submit completed new-hire documentation to Human Resources and Payroll according to established procedures.
Verify employee records in the Curtain Time software system and request creation of new records when necessary.
Enter verified timecard information when crew members are unable to complete the process themselves.
Liaise between internal production teams, external vendors, artists, visiting companies, and other project partners to support communication and event execution.
Maintain production equipment and inventory records and help document equipment needs, condition, and availability.
Provide additional administrative and production support to the Producing Production Manager and Programming and Producing teams as needed.