Production Coordinator

Location: Nashville, TN

About FlyteVu

FlyteVu connects brands to consumers through the power of Pop Culture & Purpose. We’re an entertainment marketing agency specializing in campaign strategy and execution for brand clients. We're an efficient full-service team that provides Brands with custom, cost-effective, and high-quality campaigns that are industry 'firsts' and leverage the power of entertainment to create cultural change and give back to the community. For more information, visit www.FlyteVu.com.

High Level Job Description

The Production Coordinator will assist Project Managers and Production leads with various productions, primarily focused on content, but also including event and other production projects for our Clients. The role’s responsibilities include working closely with our assigned client account and production teams to prepare comprehensive action plans, including resources, timelines, budgets, run-of-shows, tracking shipments, identifying and managing vendors, working onsite to support team members, coordinating deliveries, loading in, loading out, managing ambassadors, and other coordinating tasks like travel schedules, administrative duties, maintaining project documentation, and handling invoices and reporting. To succeed in this role, you should have excellent time management skills, attention to detail, and communication skills, as you’ll collaborate with clients and internal teams to deliver results on tight deadlines.

Detailed Job Description/Responsibilities

  • Cultivate and maintain key relationships with FlyteVu team members, clients, third parties, vendors and other partners as needed to execute campaigns and create new opportunities for clients/prospects
  • Coordinate project management activities, resources, equipment and information
  • Break projects into doable actions and set timelines for delivery
  • Liaise with clients to identify and define requirements, scope and objective
  • Make sure that clients’ needs are met as projects evolve
  • Manage client reporting for all on-going projects
  • Help prepare project budgets
  • Responsible for client billing on assigned accounts
  • Assist in project reconciliations, including coding expenses, reading P&Ls, and actualizing project budgets
  • Responsible for vendor payments on assigned accounts
  • Assist with securing vendors or third-parties as needed for projects
  • Draft vendor scope of work documents
  • Assist in creation of pre-production elements, including production timelines, run of show, travel coordination, call sheets, and pre-production decks
  • Organize crew catering for content shoots
  • Work onsite at content shoots and events in various capacities as needed by the Production Lead (check-in, registration, assist vendors, pack boxes, load out, etc.)
  • Load in, Load Out, and assist in set up and tear down of content shoots and events
  • Assist with music licensing administration with Production lead
  • Assist with creative trafficking for creative assets on large productions
  • Must be able to effectively communicate internally and externally in a manner consistent with the company’s Code of Conduct and core values
  • Handle and safeguard confidential and proprietary information
  • Must be able and willing to work during non-business hours as needed or required to fulfill job requirements
  • Must be willing to work from office a minimum of two days per week (Tuesdays and Wednesdays), and up to five days a week as needed and determined by Company
  • Must be able and willing to travel, and have a current and valid passport
  • Must be able to lift heavy equipment or materials
  • Must have a valid driver’s license, no history of DUI’s, and be able to drive a motor vehicle

*Special Note:  Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The criteria listed below are representative of the knowledge, skill, experience and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Qualifications include but are not limited to:

Required Competencies/Skills

  • 2+ years event/content production experience
  • Outstanding organizational and communication skills
  • Ability to develop and maintain budgets and campaign timelines
  • Must have problem-solving mentality
  • Must be able to prioritize multiple tasks with varying deadlines
  • Work well under pressure
  • Entrepreneurial self-starter with ability to work with ambiguity at times
  • Ability to think ahead, independently and challenge oneself to learn and grow
  • Proficient in the use of MS Office Suite, Apple Keynote, Google Workspace
  • Excellent time management skills
  • Experience with administrative tasks
  • Digitally filing and organizing all production paperwork
  • Strong attention to detail
  • Must have the ability to remain poised, composed, and professional when interacting with celebrities, high-profile individuals, and VIPs

Additional Preferences/Not Required

  • Entertainment, film, or music industry experience
  • Experience with Basecamp or other Project Management Software
  • Experience with time-tracking software
  • Experience with file management software
  • Experience with AV, Lighting, and/or Sound Equipment

Education Required

  • Minimum of a Bachelor’s Degree in Marketing or a related field.

Join Our Team.

Please send resumes and cover letters to jobs@flytevu.com.