Production Coordinator
Invision, Walnut Creek, CA, United States
Who We Are
We’re an experiential marketing agency that specializes in creating dynamic brand experiences that make an impact. We believe these experiences are important moments that can happen anywhere — onsite at an event, online, on a billboard, or across any other channel of a campaign. Audiences are overwhelmed with brands competing for their attention, so it takes true expertise to break through and turn those moments into experiences. That’s where we come in.
As an employee‑owned agency, we’re fueled by curiosity, creativity, and a drive to help brands break through in meaningful, memorable ways. We believe in being great, doing good, and having fun while delivering bold, results‑driven, award‑winning work. With offices in the SF Bay Area, New York, and Chicago, our client partners include some of the most recognizable brands in the world. More than just vendors, we’re strategic allies and production‑born experts who help brands
own every moment — wherever they take place.
The Role As a Production Coordinator, you’ll support the successful planning and execution of live events, hybrid programs, and integrated campaign engagements. In this role, you’ll help keep project teams organized, prepared, and positioned for success by proactively managing logistics, documentation, vendors, and schedules across every phase of a program.
Reporting to the VP of Production Support and partnering closely with Producers and cross‑functional teams, you’ll play a critical role in ensuring no detail is overlooked. This is an excellent opportunity for someone early in their production career who is eager to deepen their expertise, take ownership of defined workstreams, and contribute to meaningful audience experiences.
Key Responsibilities
Support Producers in developing production plans, timelines, staffing plans, and project schedules
Coordinate and maintain key project documentation, including run of show, production schedules, call sheets, contact lists, and shipping manifest
Assist with budget tracking by organizing estimates, gathering vendor quotes, and updating cost spreadsheets
Research and coordinate vendors, venues, fabrication partners, and technical resources
Manage ordering, tracking, and shipping of event materials and supplies
Coordinate travel logistics for project teams and talent
Track timelines and task lists, providing status updates and flagging risks or missed milestones
Provide on‑site production support, including registration, speaker coordination, backstage logistics, and real‑time schedule updates
Assist with processing vendor invoices and maintaining budget actuals
Support post‑event reconciliation, documentation, and project archiving
Coordinate meetings, maintain project management systems, and support cross‑functional communication
What Success Looks Like
Projects stay organized, documented, and on track
Teams feel supported with accurate information and timely updates
On‑site execution runs smoothly with clear communication and coordination
Budgets and vendor relationships are managed with attention to detail
You continue to grow in ownership, confidence, and production expertise
You'll Thrive If You...
Bring 1–2 years of experience in live events, experiential marketing, or production environments
Have a working knowledge of staging, audio‑visual, fabrication, logistics, and on‑site coordination
Are exceptionally organized, detail‑oriented, and proactive
Communicate clearly and work well across cross‑functional teams
Stay calm and resourceful in fast‑paced, dynamic environments
Enjoy managing logistics and bringing structure to complex projects
Are eager to grow your production expertise and take on increasing responsibility
Are willing and able to travel extensively
Additional Details
Experience: Minimum of 1–2 years of experience in the event production industry is required.
Travel: Heavy travel is associated with this position. All business travel is reimbursed in accordance with federal and state guidelines.
Compensation & Benefits For this role, we offer a base salary range of $68,000 - $78,000. Individual total compensation will vary based on factors such as qualifications, experience, skill level, competencies, and work location. Please note that the base pay range is a guideline, and actual offers may differ to account for internal equity and market conditions.
In addition to base pay, Invision provides a comprehensive package that includes multiple medical, dental, and vision plan options, flexible spending accounts, a 401(k) plan with company match, company‑paid life and disability insurance, and profit‑sharing opportunities. As an employee‑owned company, eligible employees may also have the opportunity to share in Invision’s long‑term success through discretionary ESOP allocations. We support work‑life balance and wellbeing with generous paid time off, 12 annual company holidays plus a year‑end office closure, a milestone recognition program, and a Family Leave Perks Program to support employees and their loved ones during life’s most important moments.
Inclusion at Invision At Invision, we believe that diverse perspectives drive stronger outcomes. We’re committed to fostering an environment where everyone feels valued, respected, and empowered to contribute. We never discriminate based on race, religion, national origin, gender identity or expression, sexual orientation, age, marital status, veteran status, or disability status. All information will be kept confidential according to EEO guidelines.
About This Job Description The above statements are meant to describe the general routine nature of work performed by people being assigned to this classification. This should not be construed as a contract or an all‑inclusive list of job requirements. Invision management reserves the right to alter the job description and/or position classification based upon business necessity and company profitability.
#J-18808-Ljbffr
As an employee‑owned agency, we’re fueled by curiosity, creativity, and a drive to help brands break through in meaningful, memorable ways. We believe in being great, doing good, and having fun while delivering bold, results‑driven, award‑winning work. With offices in the SF Bay Area, New York, and Chicago, our client partners include some of the most recognizable brands in the world. More than just vendors, we’re strategic allies and production‑born experts who help brands
own every moment — wherever they take place.
The Role As a Production Coordinator, you’ll support the successful planning and execution of live events, hybrid programs, and integrated campaign engagements. In this role, you’ll help keep project teams organized, prepared, and positioned for success by proactively managing logistics, documentation, vendors, and schedules across every phase of a program.
Reporting to the VP of Production Support and partnering closely with Producers and cross‑functional teams, you’ll play a critical role in ensuring no detail is overlooked. This is an excellent opportunity for someone early in their production career who is eager to deepen their expertise, take ownership of defined workstreams, and contribute to meaningful audience experiences.
Key Responsibilities
Support Producers in developing production plans, timelines, staffing plans, and project schedules
Coordinate and maintain key project documentation, including run of show, production schedules, call sheets, contact lists, and shipping manifest
Assist with budget tracking by organizing estimates, gathering vendor quotes, and updating cost spreadsheets
Research and coordinate vendors, venues, fabrication partners, and technical resources
Manage ordering, tracking, and shipping of event materials and supplies
Coordinate travel logistics for project teams and talent
Track timelines and task lists, providing status updates and flagging risks or missed milestones
Provide on‑site production support, including registration, speaker coordination, backstage logistics, and real‑time schedule updates
Assist with processing vendor invoices and maintaining budget actuals
Support post‑event reconciliation, documentation, and project archiving
Coordinate meetings, maintain project management systems, and support cross‑functional communication
What Success Looks Like
Projects stay organized, documented, and on track
Teams feel supported with accurate information and timely updates
On‑site execution runs smoothly with clear communication and coordination
Budgets and vendor relationships are managed with attention to detail
You continue to grow in ownership, confidence, and production expertise
You'll Thrive If You...
Bring 1–2 years of experience in live events, experiential marketing, or production environments
Have a working knowledge of staging, audio‑visual, fabrication, logistics, and on‑site coordination
Are exceptionally organized, detail‑oriented, and proactive
Communicate clearly and work well across cross‑functional teams
Stay calm and resourceful in fast‑paced, dynamic environments
Enjoy managing logistics and bringing structure to complex projects
Are eager to grow your production expertise and take on increasing responsibility
Are willing and able to travel extensively
Additional Details
Experience: Minimum of 1–2 years of experience in the event production industry is required.
Travel: Heavy travel is associated with this position. All business travel is reimbursed in accordance with federal and state guidelines.
Compensation & Benefits For this role, we offer a base salary range of $68,000 - $78,000. Individual total compensation will vary based on factors such as qualifications, experience, skill level, competencies, and work location. Please note that the base pay range is a guideline, and actual offers may differ to account for internal equity and market conditions.
In addition to base pay, Invision provides a comprehensive package that includes multiple medical, dental, and vision plan options, flexible spending accounts, a 401(k) plan with company match, company‑paid life and disability insurance, and profit‑sharing opportunities. As an employee‑owned company, eligible employees may also have the opportunity to share in Invision’s long‑term success through discretionary ESOP allocations. We support work‑life balance and wellbeing with generous paid time off, 12 annual company holidays plus a year‑end office closure, a milestone recognition program, and a Family Leave Perks Program to support employees and their loved ones during life’s most important moments.
Inclusion at Invision At Invision, we believe that diverse perspectives drive stronger outcomes. We’re committed to fostering an environment where everyone feels valued, respected, and empowered to contribute. We never discriminate based on race, religion, national origin, gender identity or expression, sexual orientation, age, marital status, veteran status, or disability status. All information will be kept confidential according to EEO guidelines.
About This Job Description The above statements are meant to describe the general routine nature of work performed by people being assigned to this classification. This should not be construed as a contract or an all‑inclusive list of job requirements. Invision management reserves the right to alter the job description and/or position classification based upon business necessity and company profitability.
#J-18808-Ljbffr