About Us:
We don’t just build projects—we create experiences. Our team blends R+D, creative design, and fabrication into a collaborative, high-energy environment where bold ideas come to life. Every team member is empowered to make an impact, and we thrive on projects that challenge, inspire, and drive growth—for our clients and for our people.
Production Theory – Project Coordinator
Position Overview
The Project Coordinator supports the Project Management team by assisting with project planning, documentation, scheduling, logistics coordination, vendor communication, production releases, and project administration from initial project kickoff through final delivery and closeout.
The company continues to support traditional trade show exhibits while also producing construction-heavy builds, custom fabrication, environmental graphics, branded interiors, retail/pop-up experiences, corporate activations, and other experiential projects. Because of this mix, the Project Coordinator must develop an understanding of both trade show execution and construction-style project delivery, including materials, fabrication processes, subcontractor coordination, logistics, installation planning, and project documentation.
The Project Coordinator works closely with Project Managers, Account Managers, Design, Engineering, Graphics, Production, Warehouse, Vendors, and Install Teams to support the successful execution of projects while developing the skills necessary to advance into a Project Manager role.
Key Responsibilities
Project Administration & Documentation
Support Project Managers in maintaining project documentation throughout the project lifecycle.
Create and maintain project folders, job files, schedules, shipping documentation, installation documentation, and internal tracking systems.
Assist with updating project records, schedules, deliverables, approvals, and project status information.
Track project milestones, deadlines, approvals, and outstanding action items.
Ensure project information is organized, accurate, and accessible to all departments.
Project Coordination & Execution Support
Assist Project Managers with day-to-day project coordination activities.
Support project planning by tracking timelines, deliverables, approvals, production milestones, vendor commitments, and installation schedules.
Coordinate internal follow-up with Design, Engineering, Graphics, Production, Warehouse, and Purchasing to ensure information flows efficiently throughout the project.
Monitor project progress and escalate schedule risks, missing information, or delays to the Project Manager.
Participate in internal project meetings and document action items, responsibilities, and next steps.
Experiential, Construction & Site Support
Assist with coordinating custom fabrication projects, experiential activations, branded environments, pop-ups, retail displays, corporate interiors, scenic elements, and specialty fabrication projects.
Collect and organize site information including floor plans, venue requirements, access restrictions, loading information, utility requirements, and installation documentation.
Support subcontractor coordination and communication under the direction of the Project Manager.
Assist with tracking field revisions, scope changes, and project updates throughout execution.
Help ensure project documentation accurately reflects current project requirements.
Trade Show Execution & Show Services
Assist with managing trade show logistics including freight coordination, labor requests, service orders, installation schedules, and shipping documentation.
Prepare and organize show forms, labor requests, service orders, Bills of Lading, shipping labels, targeted move-in information, and exhibitor paperwork.
Track service order deadlines and communicate upcoming deadlines to the Project Manager.
Assist with coordinating advance warehouse shipments, direct-to-show shipments, return freight, and dismantle logistics.
Maintain accurate project records related to show services and logistics.
Cross-Functional Coordination
Support communication between Account Managers, Designers, Engineers, Graphics, Production, Warehouse, Vendors, and Install Teams.
Ensure departments receive current project information, schedules, approvals, and deliverables.
Follow up on outstanding project requirements and communicate status updates to the Project Manager.
Assist with maintaining alignment across departments throughout project execution.
Escalate potential issues, delays, conflicts, or missing information when identified.
Vendor, Procurement & Purchasing Support
Assist Project Managers in sourcing vendor pricing and gathering quotations.
Request quotes from vendors and subcontractors as directed.
Track purchase orders, vendor commitments, lead times, delivery schedules, and outstanding requirements.
Follow up with vendors to ensure timely delivery of materials, graphics, rentals, outsourced fabrication, labor, and services.
Maintain vendor communication records and supporting documentation.
Production & Fabrication Coordination
Assist in preparing production releases, warehouse releases, installation packets, and supporting documentation.
Coordinate with Production, Engineering, and Warehouse teams to ensure project information is complete prior to release.
Track production milestones and communicate schedule updates to the Project Manager.
Support staging preparation, shipping readiness, and installation planning activities.
Help ensure project documentation accurately reflects approved project scope.
Production / Warehouse, Staging & Release Documentation
Assist in compiling production and warehouse documentation including setup prints, graphic elevations, proofs, shipping lists, packing lists, Bills of Lading, labels, and installation notes.
Maintain project documentation throughout staging, shipping, installation, and dismantle phases.
Verify required documentation is complete prior to shipment and installation.
Support staging activities by coordinating information between project management and warehouse teams.
Budget Tracking & Change Order Support
Assist Project Managers with tracking project costs, commitments, purchase orders, and change-order documentation.
Maintain records of project revisions, added scope, and client-requested changes.
Support Project Managers by gathering information necessary for change-order preparation and project reporting.
Assist with project closeout documentation and estimated versus actual reporting.
Client & Account Support
Support Account Managers and Project Managers with project administration, scheduling updates, logistics information, and documentation requests.
Participate in client calls and meetings as needed to document discussions, action items, and project decisions.
Assist in maintaining accurate records of client communications and approvals.
Qualifications
1-3+ years of experience in project coordination, operations, trade shows, experiential marketing, events, construction, fabrication, logistics, or related industries.
Strong organizational and time management skills.
Excellent communication and follow-up abilities.
Ability to manage multiple projects and priorities simultaneously.
Comfortable working in a fast-paced environment with changing priorities and deadlines.
Strong attention to detail and documentation accuracy.
Proficiency in Microsoft Office, Google Workspace, and project management software platforms.
Preferred Skills
Experience within the trade show, experiential marketing, event production, fabrication, construction, or related industries.
Familiarity with freight coordination, show services, logistics, purchasing, or project administration.
Experience using project management software such as ClickUp.
Basic understanding of fabrication, construction, graphics, logistics, or installation processes.
Desire to develop into a future Project Manager role.
Key Success Metrics
Accuracy and completeness of project documentation.
On-time completion of assigned project coordination tasks.
Timely follow-up on vendor, logistics, and project requirements.
Reduction in missing information, documentation errors, and project administration issues.
Strong communication and responsiveness across departments.
Successful support of Project Managers in delivering projects on time and within budget.
Development of project management knowledge and readiness for future Project Manager responsibilities.
Work Environment
Office-based with regular interaction across Design, Engineering, Production, Warehouse, Vendors, and Field Teams.
Frequent coordination of schedules, logistics, project documentation, and production activities.
Occasional travel and on-site support for trade shows, activations, installations, and client projects.
Fast-paced environment driven by production schedules, shipping deadlines, installation dates, and client expectations.
Compensation
Salary: $55,000 - $65,000+ depending on experience, industry background, organizational skills, and project coordination experience.
Bonus potential tied to performance, development, accountability, and contribution to successful project execution.
Benefits package to be customized as needed.
Why This Role Matters
The Project Coordinator serves as the operational support system for the Project Management team. This role ensures project information remains organized, schedules stay on track, vendors are coordinated, documentation is accurate, and internal teams have the information they need to execute successfully.
The Project Coordinator is the foundation of the Project Management department and serves as the primary development path toward becoming a future Project Manager at Production Theory.
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
