BlackOak Production Coordinator

Production Coordinator

Black Oak is the perfect fit for someone who thrives in fast-paced production environments and loves the energy of live events and theater. We're looking for a collaborative, personable team player with a production or theater background, experience with staffing or recruiting, and the ability to build strong relationships with freelancers and crew. If you enjoy problem-solving, improving workflows, and helping bring incredible events to life, you'll fit right in with our passionate and creative team.

The Production Coordinator supports the Black Oak production team in their day-to-day operations and event execution needs. This role works closely with the Staffing Manager, Shop Manager, Asset Coordinator, Project Coordinators, and other internal departments to ensure seamless support across all productions and events.

Each employee works together to strive to create the best design company by improving communication, showing genuine care for each other and the company, focusing on delivering quality, and demonstrating professionalism through personal excellence, with a shared passion, dedication, and commitment to providing exceptional value to our clients.

• Assist with the production and execution of all projects to exceed client expectations based on specifications from Production and Project Teams.
• Support event setups, show runs, and strikes as needed.
• Assist the Project Team with pull sheets, custom projects, samples, and other production needs.
• Support the Shop with prepping and returning equipment for event usage.
• Assist the Staffing Manager with building event schedules and coordinating freelance labor or agency staffing.
• Confirm event scope details and timing with internal departments.
• Maintain accurate information within the staffing platform, including event details, shift details, and staff records.
• Coordinate logistics schedules with Kehoe Designs logistics teams and facilitate loading dock operations and crew support.
• Help manage the staffing hotline, including occasional after-hours support, escalating issues as needed.
• Coordinate phone screens and provide candidate information packets to the Production Staffing Manager.
• Facilitate onboarding for seasonal, part-time, and freelance crew members.
• Build relationships with current freelance staff to source referrals and new hires.
• Lead and assess crew members on-site while providing coaching and guidance.
• Help locate and recover missing inventory items.
• Assist with receiving and updating production inventory records.
• Assist with internal projects including safety initiatives, marketing projects, and operational improvements.
• Track and enter employee time while assigning hours and tasks appropriately within the timekeeping system.
• Occasionally drive company vehicles to vendors and event sites.
• Perform additional duties as assigned.

• 2–4 years of experience in event production, live events, or a corporate office environment.
• Bachelor's Degree (or equivalent experience) in theater production, audio/video engineering, live event production, or a related field is a plus.
• Experience with scheduling software is preferred and Proficiency with Microsoft Office Suite
• Strong communication, organization, and problem-solving skills.
• Ability to troubleshoot quickly and think resourcefully in fast-paced environments.
• Self-starter mindset with flexibility to support multiple roles and priorities.
• Strong interpersonal and customer service skills with the ability to maintain professionalism under pressure.
• Basic understanding of technical production elements including Lighting, Audio, Video, and Staging.
• Comfortable using production tools and equipment including drills, dollies, tape measures, ladders, and lifts.
• Ability to work flexible schedules including evenings and weekends based on event needs.
• Standard schedule is Tuesday through Saturday, though schedules may vary weekly depending on production demands.

• Ability to stand, walk, bend, kneel, crouch, and reach throughout the entire shift.
• Must be comfortable climbing ladders…