Production Coordinator
VML LIVE, New York, NY, United States
Overview
VML, part of WPP, is a leading creative company that combines brand experience, customer experience, and commerce, creating connected brands to drive growth. VML is celebrated for its innovative and human first, award-winning work for blue chip client partners including AstraZeneca, Colgate-Palmolive, Dell, Ford, Microsoft, Nestlé, The Coca-Cola Company, and Wendy's. The agency is recognized by the Forrester Wave™ Reports, as a Leader among Marketing Creative and Content Service Providers, Commerce Services, Global Digital Experience Services, Global Marketing Services and, most recently, Marketing Measurement & Optimization. In addition, VML’s specialist health network, VML Health, is one of the world’s largest and most awarded health agencies. VML’s global network is powered by 26,000 talented people across 55+ markets, with principal offices in Kansas City, New York, Detroit, London, São Paulo, Shanghai, Singapore, and Sydney.
About WPP
WPP is the trusted growth partner for the world’s leading brands. We unite cutting-edge media intelligence and data solutions, world-class creativity, next-generation production, transformative enterprise solutions and expert strategic counsel in a single company – powered by exceptional talent and our agentic marketing platform, WPP Open, to help our clients navigate change, capture opportunity and deliver transformational growth. For more information, visit WPP.com.
Role
VML is looking for a highly organized and proactive Production Coordinator to join our VML Live team. In this critical supporting role, you will help plan and execute impactful events and experiential projects from concept to completion. Working closely with Production Managers and cross-functional teams, you will coordinate essential logistics, manage vendor relationships, and track budgets to ensure every production element comes together seamlessly. If you thrive in a fast-paced, dynamic environment and are passionate about creating connected, human-first experiences that resonate with audiences, we want to hear from you.
What You\'ll Do
Assist Production Managers and Directors across all phases of event production, including pre-production, on-site execution, and post-event wrap-up.
Maintain and organize essential project documentation, such as production schedules, timelines, vendor lists, manifests, and event briefs.
Research, source, and obtain quotes from various vendors, including AV, catering, fabrication, rentals, staging, and transportation.
Coordinate logistical details, including equipment delivery, travel arrangements, and accommodations for staff and talent.
Assist in developing and managing project budgets, processing invoices, and maintaining accurate financial records.
Provide hands-on support during event load-ins, live event days, and load-outs to ensure smooth operations.
Proactively identify and troubleshoot logistical challenges, escalating issues to the Production Manager when necessary.
Facilitate clear and consistent communication between internal teams, clients, and external vendors, preparing call sheets and production schedules.
Who You Are
A proactive problem-solver who anticipates logistical challenges and finds creative, effective solutions under pressure.
A collaborative team player who builds strong relationships with cross-functional teams, clients, and vendors through clear, respectful, and inclusive communication.
An adaptable and resilient professional who thrives in fast-paced, unpredictable environments and remains calm and effective during high-stress live events.
What You\'ll Need
1 to 3 years of experience in event production, project coordination, or administrative support, preferably within an agency or events company.
Exceptional organizational skills with meticulous attention to detail and the ability to manage multiple tasks simultaneously.
Strong written and verbal communication skills to articulate clearly and professionally with diverse groups.
Proficiency in Microsoft Office Suite (especially Excel for budgeting and tracking) and familiarity with Google Workspace.
A solid understanding of financial processes and a commitment to operating within project budgets.
Experience with project management software (e.g., Asana, Monday.com, Trello) is a plus.
Basic knowledge of CAD software or graphic design tools is a bonus.
The base salary range for this position at the time of this posting is indicated below. Individual compensation varies based on job-related factors, including location, business needs, level of responsibility, experience, and qualifications. We offer a competitive benefits package. $35,000—$75,000 USD. We believe the best work happens when we\'re together, fostering creativity, collaboration, and connection. That\'s why we’ve adopted a hybrid approach, with teams in the office an average of four days a week. If you require accommodations or flexibility, please discuss this with the hiring team during the interview process. We are an equal opportunity employer and consider applicants for all positions without discrimination or regard to characteristics. We are committed to fostering a culture of respect in which everyone feels they belong and has the same opportunities to progress in their careers.
VML is a WPP agency (NYSE: WPP). For more information, please visit www.vml.com, and follow along on Instagram, LinkedIn, and X.
#J-18808-Ljbffr
VML, part of WPP, is a leading creative company that combines brand experience, customer experience, and commerce, creating connected brands to drive growth. VML is celebrated for its innovative and human first, award-winning work for blue chip client partners including AstraZeneca, Colgate-Palmolive, Dell, Ford, Microsoft, Nestlé, The Coca-Cola Company, and Wendy's. The agency is recognized by the Forrester Wave™ Reports, as a Leader among Marketing Creative and Content Service Providers, Commerce Services, Global Digital Experience Services, Global Marketing Services and, most recently, Marketing Measurement & Optimization. In addition, VML’s specialist health network, VML Health, is one of the world’s largest and most awarded health agencies. VML’s global network is powered by 26,000 talented people across 55+ markets, with principal offices in Kansas City, New York, Detroit, London, São Paulo, Shanghai, Singapore, and Sydney.
About WPP
WPP is the trusted growth partner for the world’s leading brands. We unite cutting-edge media intelligence and data solutions, world-class creativity, next-generation production, transformative enterprise solutions and expert strategic counsel in a single company – powered by exceptional talent and our agentic marketing platform, WPP Open, to help our clients navigate change, capture opportunity and deliver transformational growth. For more information, visit WPP.com.
Role
VML is looking for a highly organized and proactive Production Coordinator to join our VML Live team. In this critical supporting role, you will help plan and execute impactful events and experiential projects from concept to completion. Working closely with Production Managers and cross-functional teams, you will coordinate essential logistics, manage vendor relationships, and track budgets to ensure every production element comes together seamlessly. If you thrive in a fast-paced, dynamic environment and are passionate about creating connected, human-first experiences that resonate with audiences, we want to hear from you.
What You\'ll Do
Assist Production Managers and Directors across all phases of event production, including pre-production, on-site execution, and post-event wrap-up.
Maintain and organize essential project documentation, such as production schedules, timelines, vendor lists, manifests, and event briefs.
Research, source, and obtain quotes from various vendors, including AV, catering, fabrication, rentals, staging, and transportation.
Coordinate logistical details, including equipment delivery, travel arrangements, and accommodations for staff and talent.
Assist in developing and managing project budgets, processing invoices, and maintaining accurate financial records.
Provide hands-on support during event load-ins, live event days, and load-outs to ensure smooth operations.
Proactively identify and troubleshoot logistical challenges, escalating issues to the Production Manager when necessary.
Facilitate clear and consistent communication between internal teams, clients, and external vendors, preparing call sheets and production schedules.
Who You Are
A proactive problem-solver who anticipates logistical challenges and finds creative, effective solutions under pressure.
A collaborative team player who builds strong relationships with cross-functional teams, clients, and vendors through clear, respectful, and inclusive communication.
An adaptable and resilient professional who thrives in fast-paced, unpredictable environments and remains calm and effective during high-stress live events.
What You\'ll Need
1 to 3 years of experience in event production, project coordination, or administrative support, preferably within an agency or events company.
Exceptional organizational skills with meticulous attention to detail and the ability to manage multiple tasks simultaneously.
Strong written and verbal communication skills to articulate clearly and professionally with diverse groups.
Proficiency in Microsoft Office Suite (especially Excel for budgeting and tracking) and familiarity with Google Workspace.
A solid understanding of financial processes and a commitment to operating within project budgets.
Experience with project management software (e.g., Asana, Monday.com, Trello) is a plus.
Basic knowledge of CAD software or graphic design tools is a bonus.
The base salary range for this position at the time of this posting is indicated below. Individual compensation varies based on job-related factors, including location, business needs, level of responsibility, experience, and qualifications. We offer a competitive benefits package. $35,000—$75,000 USD. We believe the best work happens when we\'re together, fostering creativity, collaboration, and connection. That\'s why we’ve adopted a hybrid approach, with teams in the office an average of four days a week. If you require accommodations or flexibility, please discuss this with the hiring team during the interview process. We are an equal opportunity employer and consider applicants for all positions without discrimination or regard to characteristics. We are committed to fostering a culture of respect in which everyone feels they belong and has the same opportunities to progress in their careers.
VML is a WPP agency (NYSE: WPP). For more information, please visit www.vml.com, and follow along on Instagram, LinkedIn, and X.
#J-18808-Ljbffr