Production Coordinator – Experiential Events

About the role

Unboxed Group is seeking a Production Coordinator to support the execution of experiential events, pop‑ups, activations, and sponsorships. You will be the logistical backbone that turns creative concepts into seamless, memorable experiences, ensuring all moving parts stay on schedule and teams remain aligned.

Key responsibilities

• Independently manage assigned production workstreams, keeping deliverables, timelines, and documentation accurate and up‑to‑date.
• Maintain production schedules, project trackers, calendars, call sheets, crew lists, and contact lists.
• Monitor project progress, identify scheduling conflicts or resource constraints, and propose solutions.
• Coordinate internal meetings, prepare agendas, capture detailed notes, track action items, and follow up on tasks.
• Research, source, and coordinate vendors, venues, freelancers, and production crew; solicit bids, compare proposals, and prepare recommendations.
• Handle vendor onboarding, collecting contracts, COIs, W‑9s, and payment information.
• Track vendor deliverables and ensure alignment with project schedules.
• Maintain budget trackers, purchase order logs, expense records, and supporting financial documentation.
• Submit invoices and payment requests, monitor approvals, and flag discrepancies.

Required profile

• Highly organized and detail‑driven with a strong ability to manage multiple tasks.
• Calm under pressure and able to thrive in fast‑paced environments.
• Passionate about the behind‑the‑scenes work that brings events to life.
• Excellent communication skills for coordinating internal teams and external partners.

Required skills