The Production Coordinator will work within the Production Department, supporting the project management team and reporting to the Director of Client Growth & Production. This role is responsible for maintaining accurate project information, coordinating equipment and labour requirements, supporting technical documentation and drawings, tracking project costs, communicating with internal teams and customers, and identifying potential project issues before they impact execution. The successful candidate will be highly organized, detail-oriented, proactive, and comfortable working in a fast-paced live events setting where priorities and project requirements can change quickly. Key Responsibilities Quotes & Proposals Support the Production Department by entering equipment and labour requirements for quotes and proposals. Assist with maintaining accurate equipment and labour information throughout the quoting process. Support the Production Department by entering and maintaining equipment rentals for business-to-business customers. Work directly with customers to add or remove rental items as requested, in coordination with the Production team. Ensure rental information is accurately updated and communicated to the appropriate internal teams. Project & Production Coordination Support the Production Department with the coordination of live event productions once projects are confirmed. Assist with the day-to-day coordination and administration of confirmed projects. Track project details and follow up on outstanding information or requirements. Liaise between the Project Manager, Logistics Coordinator, Warehouse Manager,



and Technical teams to ensure project requirements are communicated and coordinated. Project Documentation & Scheduling Assist the Production Department with project documentation, including production schedules, work-back schedules, internal checklists, and other project documentation. Ensure all project information, documentation, drawings, schedules, and updates are accurately entered, tracked, and maintained within internal systems. Track project details to identify missing information, drawing revisions, scheduling conflicts, or other potential issues and raise them to the Project Manager. Technical Drawings & Systems Design Support systems design by producing and revising technical drawings, layouts, and documentation using Vectorworks, WYSIWYG, and AutoCAD as requested by the Production team. Maintain accurate and up-to-date technical drawings and project documentation. Assist with understanding equipment requirements, layouts, and technical documentation related to projects. Labour & Logistics Coordination Support labour requirements across the Production Team, including labour booking and day-to-day communications. Coordinate with the Logistics Coordinator to ensure trucking and logistics are scheduled in alignment with project requirements. Assist with coordinating equipment, labour, trucking, and other project requirements to keep projects on schedule. Project Costs & Reconciliation Administer project cost tracking and reconciliation, including labour, cross rentals, trucking, and vendor costs. Ensure project costs are accurately entered and maintained within internal systems. Identify and flag cost discrepancies or missing costs to the Project Manager. Submit reconciled project costs to the

📌 Project Coordinator, Audio-Visual (Pickering)
🏢 Apex Sound & Light
📍 Pickering