Production Coordinator

Care of Chan is looking for an organized, thorough, and adaptable Production Coordinator to support our busy Production Department. The Production Coordinator ensures that our projects are administered in a consistent, reliable, and compliant way. We welcome applicants who appreciate the meticulous details that go into every event production, large or small, and who are eager to work in a fast-paced Agency environment. This role reports into the Director of Production.

Responsibilities:

• Serve as a key Production support on the back-end administration of all Care of Chan events. This includes executing on processes for contracting, insurance, permitting, and financial systems.
• Own administrative tasks across event productions under the direction of the Production Manager, including but not limited to:
  • Guiding external Producers in understanding Care of Chan’s systems and processes and providing edits as necessary.
  • Reconciling event budgets and expenses, including conducting QBO cross checks.
  • Conducting vendor or venue research and outreach.
  • Conducting production assistant outreach.
  • Scheduling and assisting on site visits.
  • Booking Production travel and accommodations, for team and Clients.
• Provide support onsite at large events as needed, specifically in the following areas:
  • Assist with VIP Client, VIP Guest, and VIP Talent needs, such as managing green room
  • Assist with select onsite vendor or staff management, such as photographers, to ensure that Care of Chan’s expertise shines through
  • Assist with onsite errand running and special requests
• Maintain Production Department databases. Support with sorting and organizing information required for databases, including requesting follow up information, and coordinating interviews/vendor samples.
  • Preferred suppliers, vendors, talent, and venues.
  • Resumes for Production Assistant and Producer roles.

• Manage production inventory and supplies, including maintaining key storage facilities and overseeing supply restocks.
• Support the Director of Production on special projects and initiatives that achieve Department goals and improve ways of working.
• Collaborate cross-functionally with other departments and individuals to execute key projects for the Director of Production.

Requirements:

• 2 years of production experience required. Candidates must demonstrate a strong understanding of experiential marketing production elements, including but not limited to budgeting, logistics, contracting, vendor categories and management, venue capabilities, onsite execution, and other core production execution principles as needed.
• Prior Agency experience in production and/or client services is preferred.
• Must live in the NY metro area: our team is required to be in the office three days per week, and proximity to NYC event sites is required.
• Willingness to travel; many of our events are in key markets across the country (travel approximately 10% of the time).
• Exceptional written and oral communication skills.
• Meticulous attention to detail and strong, disciplined follow-through.
• Keen ability to adapt to the quick-moving pace and frequent pivoting of Agency work.
• High degree of independence and initiative.
• Perceptive and proactive.
• Proficiency in Google Suite, Excel, Slack, and other project tools such as Asana, Docusign, Adobe Suite, etc.

Our Standards:

• Integrity and Accountability: We value honesty, transparency, and responsibility, especially when it’s hard.
• Clear, Considered, and Respectful Communication: We aim to communicate clearly, directly, and with respect—especially when things are hard or moving fast.
• Reliability, Consistency & Teamwork: We respect each other’s time, work, and growth by showing up, following through, and acting with awareness of how our work impacts others.
• Curiosity: We evolve how we work by staying curious, adapting to change, and actively seeking better ways of working.
• Love of food and drink, and appreciation of the international restaurant community is a must.

This role is a hybrid position, based in the New York metro area. Our team is required to work from our office in Lower Manhattan three days per week, in addition to onsite event requirements (willing to travel up to 20% of the time).

About Care of Chan:

Care of Chan is a premiere event production agency, specializing in memorable food events and purpose-driven experiences that create meaningful and impactful connections. We’ve been called community organizers, connectors, ringleaders, restaurant mavens, social chairs, and party planners. We bring people together over ideas, in real life, and over food whenever possible.

Employees of Care of Chan are offered competitive salaries, PTO and benefits packages, in addition to regular R&D trips to our favorite restaurants. We are in the hospitality business, after all!

The base salary range for this role is $60,000.00 - $75,000.00.

In accordance with NY law, the range provided is Care of Chan's reasonable estimate of the base compensation for this role. The actual amount may be higher or lower, based on non-discriminatory factors such as experience, knowledge, and skills.