Production Coordinator – Woolly Mammoth Theatre Washington, DC, DC Admin

The Production Coordinator at Woolly Mammoth Theatre Company serves as a key member of the Production Management team. This position supports Woolly Mammoth’s galvanizing artistic work by assisting with the administrative functions of the Production Department for both internal purposes and assisting the production management of shows. This is a full-time position. The Production Coordinator reports to the Director of Production and works closely with the Production Department Supervisors at Woolly as well as stage managers, designers, overhire, and running crew.

• Assist with the daily operations of the Production Office including using and refining existing template documents; drafting and sending schedules, calendars, contracts, and other production paperwork; and participating in the contract negotiation and administration process
• Facilitate email and in-person communication and information between and among collaborators, such as designers, directors, artists, and technicians, in collaboration with the Director of Production
• Participate in budget management, financial reporting, and procurement processes for the department, including purchase reconciliation, processing payments and reimbursements, and facilitating Bill Spend & Expense cards for temporary contractors/employees
• Support the Director of Production to schedule design meetings, production meetings, debriefs, and department team meetings using Outlook calendar, Doodle polls, etc
• Facilitate meetings including preparing agendas and note taking
• In collaboration with the Director of Production, assist with providing hiring recommendations and contact information for designers, electricians/carpenters, stage managers, and run crew as requested by other Woolly staff members;
• Assist with technical rehearsals and previews, including (without limitation) production management coverage in the event that the Director of Production or Production Manager is absent, facilitating communication, setting up/breaking down tech tables, facilitating and note-taking during production meetings/notes sessions, coordinating designer comp tickets, and communicating with Front of House
• Manage job postings for designers, stage managers, production department staff, and crew using resources such as Offstage Jobs, Playbill, and DC Theater Tech Google Group, Art Search, Linked In, Indeed, etc
• Draft and send designer and crew I&A (interest and availability) checks, and contracts/LOAs, including collecting signed LOAs and sending to Finance department for correct processing and onboarding
• Assisting with the onboarding process of new Production department members or production members including stage managers, overhire, etc.
• Help manage production database
• Help manage Contracting board via
• Develop relationships with designers, directors, artists, overhire, and crew
• Innovate to create and refine systems for a growing department and organization
• Collaborate with Facilities/Rentals, New Work, Connectivity, Marketing, and Development departments to coordinate production needs for “Happenings” led by these departments
• Help manage Production interns and their tasks as needed
• Coordinate travel logistics and key access to Woolly for designers and crew in coordination with Executive Coordinator, Company Management (where applicable), and Rentals/Facilities Manager
• Maintaining and replenishing company management supplies (i.e. coffee, tea, tissues, first aid) as requested by GM or Stage Manager
• In emergency situations, liase with artists to provide resources and/or support
• Support Company Management projects i.e. organizing company management inventory, Green room tidying up, etc.
• Other duties as assigned.

• Co…