Coordinator, Production Services
About The Position
The Production Services Coordinator is a critical member of the Production Services team, responsible for ensuring the accuracy, efficiency, and compliance of all financial and administrative processes across Set Lighting, Grip/Canvas, and related production support departments. This position manages high-volume billing and payment workflows, coordinates cross-departmental communication, and upholds financial integrity for vendor transactions, sub-rentals, payroll, and revenue reporting. With annual revenues exceeding $14 million—including $4 million in sub-rentals—this role directly supports operational continuity and fiscal accountability within a dynamic, fast-paced production environment.
Requirements
- Minimum of 5 years working in a high-volume backlot studio environment
- Extensive knowledge of production rental protocols, PO systems, studio billing and tracking programs including familiarity with multiple billing and booking systems including RT Pro, Transworks, Showmgr.
- Knowledge of AP/AR and related processes.
- Experience in customer service, trouble shooting and supporting busy production services rental transactions.
- Detail-oriented.
Responsibilities
- Accurately process all rental Accounts Payable (A/P) transactions for the Set Lighting and Grip departments, ensuring timely and compliant payment of sub-rental invoices.
- Maintain strict financial controls by validating vendor payments against corresponding client billings, preventing overpayment, underbilling, and reporting discrepancies.
- Ensure billing integrity for Studio Electrical, Engineering, and Facilities Services.
- Support Accounts Receivable (A/R) activities to ensure continuous billing and timely revenue recognition.
- Utilize and maintain departmental systems, including RTPro, SAP, Ariba, and Excel, for tracking, reporting, and reconciliation.
- Submit monthly revenue and accrual reports to Studio Finance for Set Lighting, Grip, Transportation, and Wardrobe departments.
- Support audit cycle counts to ensure inventory accuracy and proper system updates in RTPro.
- Maintain accurate financial and personnel records, ensuring compliance with internal policies and audit standards.
- Process union payroll for multiple departments, including verification and submission of weekly timesheets.
- Coordinate with Payroll and P&O departments to ensure timely updates to employee records and onboarding/offboarding documentation.
- Liaise with vendors to ensure accurate and efficient processing of over 25 sub-rental accounts monthly.
- Partner with internal teams—including Accounting, Production Services, and Inventory—to support operational efficiency and issue resolution.
- Support Transportation, Studio Electrical, Engineering, and Facilities Services billing to ensure completeness and compliance.
- Train department staff on financial processes and best practices to promote consistency and accountability.
- Participate in special projects or process improvement initiatives at the direction of the Director, Production Services.
- Provide customer service support regarding billing, suspense account inquiries, and vendor onboarding.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
