Productions Coordinator

University Students' Council at Western University•London, ON

8d•Onsite

About The Position

The Production Coordinator is responsible for the coordination and execution of technical and logistical event setups across USC-managed spaces. This includes overseeing part-time student staff in the setup of event spaces—such as tables, chairs, pipe and drape, audio/visual systems, lighting, and live streaming equipment. The Coordinator ensures all setups are completed safely, efficiently, and to a professional standard, while also assisting in the maintenance and monitoring of production equipment and systems. The role also includes administrative responsibilities such as vendor coordination, invoice processing, booking venue infrastructure and services, and assists with scheduling and pay reconciliation.

Requirements

2-Year Diploma in Audio/Visual Production, Live Event Production, or a related field.
Minimum 2 years of experience in live event production, including hands-on work with audio, lighting, and video systems.
Experience supervising or mentoring junior staff or volunteers in a production environment.
Strong technical knowledge of AV systems, lighting consoles, and live streaming platforms.
Excellent organizational and time management skills.
Ability to troubleshoot technical issues under pressure.
Strong interpersonal and communication skills.
Proficiency in Microsoft Office and production-related software.
Ability to lift and move heavy equipment and work in physically demanding environments.

Responsibilities

Supervise and support part-time student staff in the setup and strike of event spaces, including furniture, staging, pipe and drape, and technical equipment.
Set up, operate, and troubleshoot audio, lighting, and video systems for events, including live streaming and hybrid setups.
Monitor and adjust audio levels and lighting presets during events to ensure quality and consistency.
Assist with the setup of larger-scale events such as trade shows, fashion shows, and decor-heavy productions.
Operation of material handling equipment, including but not limited to pallet and scissor lift trucks.
Conduct regular inspections of production equipment and report or coordinate necessary repairs.
Maintain a clean, organized, and safe working environment in all production areas.
Provide on-site support during events, including evenings and weekends as required.
Assist with onboarding and training of part-time production staff, focusing on safety, technical procedures, and customer service.
Adjust and verify part-time staff hours worked for payroll processing.
Process and track vendor invoices and payments related to production services and rentals.
Book venue infrastructure and services (e.g., power, staging, drape, furnishings) for events of all sizes, ensuring timely coordination with internal and external service providers.
Maintain accurate documentation of event setups, equipment usage, labour hours, and inventory.
Support the Manager, Productions in tracking and maintaining production gear and supplies.
Coordinate with internal departments to ensure event requirements are clearly communicated and executed.
Assist with shift approvals for sick call outs/pickups, and verification of punch records to ensure accuracy for payroll.
Serve as a point of contact for clients during event setup and execution, ensuring their needs are met with professionalism and efficiency.
Provide technical guidance and support to clients and internal stakeholders during events.
Provide day-of supervision and task delegation to part-time staff during event setups and strikes.
Ensure all staff follow safety protocols and uphold USC standards of professionalism.
Identify and report any staffing or performance issues to the Manager, Productions.
Other Duties as Assigned by Management.