Production Coordinator

Zach Theater•Austin, TX

30d•$45,000 - $50,000•Onsite

About The Position

At Zach Theater, we believe in the power of light — to illuminate new ideas, spark imagination, and connect our community. As Austin’s premier professional producing non-profit theater, we create bold, intimate performances that challenge, delight, and inspire audiences. Our work extends beyond the stage, serving more than 100,000 Central Texans each year through performances, education programs, and community engagement initiatives. The Production Coordinator is a key member of the production management team of Zach Theater and serves as a critical bridge to the Artistic team. The Production Coordinator reports to and provides support to the Director of Production and Production Management Team for all productions, special events, and department accountabilities with regard to scheduling, safety, sourcing, and logistics in an administrative capacity. The Production Coordinator is also responsible for all the execution of all contracting associated with productions, including but not limited to guest directors, designers, creative team members, stage managers, performers and run crew members.

Requirements

Minimum two (2) years’ experience in a professional theatre environment with a background in technical management or stage management
Bachelor’s degree in Theater or Non-Profit Management or similar field
Ability to work in a collaborative environment with a positive attitude
Trustworthy to keep sensitive information confidential
Flexible attitude towards planning and project management
Ability to multitask and prioritize tasks to complete projects on time
Detailed attention to budget tracking and data entry
Knowledge of the technical rehearsal process, and ability to lead production meetings
Strong office, computer, written, verbal and detailed organizational skills
Strong Microsoft Office (Word, Excel) and Google Apps skills
Sense of humor, and the ability to tactfully diffuse tense situations
Ability to work in close proximity to other coworkers in a shared office space
Must have a valid Drivers License and reliable transportation
Ability to work on site typically from 9- 6 PM M- F, and occasional weekends depending on the needs of the job.
Ability to work in an environment where the noise can be moderate to high
Ability to perform all work with a direct reflection of the vision, mission, and values of Zach Theater

Responsibilities

Assist and maintain the Production Budgets in conjunction with the Producing Artistic Director and the Director of Production including expense and labor tracking.
Provide administrative and production management support to each production and special event throughout the season under the direction of the Director of Production and Assistant Production Manager.
Drafting, execution and processing of all production contracts including creative team, designer, and run crew contracts.
Attend staff, design and production meetings, technical rehearsals and previews as directed, including taking notes at meetings.
Assist the Company Management Associate and General Manager in fulfilling guest artist negotiated and contracted terms.
Assist in general production administration support of day to day operations as directed by the Director of Production, including calendar management, administrative office duties, and taking minutes at meetings.
Serve as Production Coordinator for Rentals and Special Events supporting the Rentals manager by attending weekly calendar and rentals meetings and seeking approval from the Production Management team weekly on requests for production staffing, support, and space usage by Rentals and other Zach Departments.
Serve as Production Runner during tech weeks and load ins, supporting all production departments, including procurement and deliveries as directed by Production Management
Assist in the creation of Production Administrative paperwork and tracking documents.
Assist in the maintaining of production calendars, including but not limited to Google Calendar reservations and internal documentation.
Assist Company Management in the distribution and collection of all employment paperwork.
Provide logistical support, setup, and run of audition spaces on site as directed by Production Management and in coordination with Company Management Associate, Casting Associate, and the Artistic team
Represent Production Management in technical rehearsals and previews as directed by Production Management
Organize freight and LTL shipping for rental packages and production equipment
Responsible for script management, including procurement, scanning, and other needs before delivery to the creative & SM team, as well as returning rented materials.
Responsible for the archival of production documents, including digitizing previous production paperwork, archiving production digital share drives to servers, and assisting APM and SM teams on current productions.
Responsible for creating and maintaining a designer & creative database.
Other duties as assigned by management