JOB DETAILS
Job Title: Production Coordinator
Reports To: Director, Production & Operations | Land Production, UK
Place of Work: UK
Other: Full Time
ABOUT RWS GLOBAL
As the world’s largest producer of groundbreaking live entertainment, and a leading force in the themed entertainment industry, RWS Global creates meaningful connections and customized experiences spanning from theatrical productions to events, multimedia and more. In 2024, the entertainment leaders expanded capabilities into live sporting events with the introduction of RWS Global Sports.
Headquartered in New York, London, Cincinnati, Orlando, Sydney, and Riyadh, with dedicated RWS Studios in NYC and the UK to serve its vast talent pipeline and client base, RWS Global serves major brands and corporations, theatres, cruise lines, sports properties, live venues, parks, resorts and more. Offering end-to-end services from ideation to operations, RWS Global’s team of world-class designers, creators, producers and visionary talent provide unrivaled scale, producing over one million live moments every day and employing over 8,000 individuals worldwide.
The RWS Global roster of clients includes Apple, Azamara, The Coca-Cola Company, Commonwealth Games, Crayola, Europa-Park Resort, Ferrari World Abu Dhabi, The FRIENDS™ Experience by Original X Productions, Hard Rock Resorts, Hershey Entertainment & Resorts, Holland America Line, Iberostar Hotels & Resorts, International Cricket Council, Invictus Games, Lionsgate, Marella Cruises, MSC Cruises, Roompot, Rugby World Cup, Six Flags, Space Center Houston, TUI Group, Vera Wang, Warner Bros., Disney’s The Lion King on Broadway, Chicago the Musical, Christmas Spectacular Starring the Radio City Rockettes and more. For more information, visit www.rwsglobal.com.
JOB OVERVIEW
The Production Coordinator provides administrative, logistical, operational, and project support to the Land Production team across multiple projects, attractions, installations, seasonal events, and operational contracts. Working under the guidance of Production Managers, Assistant Production Managers, and Directors, this role helps ensure that production activities remain organized, on schedule, and properly documented while supporting successful project delivery from planning through operation.
The Production Coordinator serves as an administrative point of coordination between internal departments, clients, vendors, contractors, and project teams. This role is responsible for maintaining project documentation, schedules, meeting records, procurement support, budget tracking, travel coordination, reporting, and operational readiness activities that enable project teams to execute efficiently and effectively. The position is ideal for an individual seeking to develop a long-term career in themed entertainment, attraction operations, live experiences, and production management.
KEY RESPONSIBILITIES
Project Coordination & Administration-
Assist Production Managers and project teams in coordinating day-to-day project activities.
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Maintain project schedules, trackers, action item logs, meeting notes and distribution lists, and project documentation.
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Organize project files, meeting records, reports, and production documentation.
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Schedule meetings and distribute agendas, notes, and follow-up actions.
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Track project deliverables, deadlines, and milestones to ensure timely completion.
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Support project closeout activities and lessons learned documentation.
Budget & Financial Support-
Support budget preparation, maintenance, and tracking activities.
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Assist with purchase orders, vendor invoices, expense reports, and payment tracking.
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Maintain project cost trackers and assist with forecasting updates.
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Support reconciliation of project expenses and budget reporting.
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Coordinate with Finance regarding project-related financial documentation.
Procurement & Vendor Coordination-
Assist with procurement activities including vendor communication, quotations, and purchasing support.
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Coordinate material orders, rentals, equipment deliveries, and logistics.
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Communicate with vendors regarding shipping schedules, delivery requirements, and project needs.
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Track vendor deliverables and maintain associated documentation.
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Support inventory tracking and asset management activities.
Logistics & Travel Coordination-
Coordinate travel arrangements, accommodations, transportation, and itineraries for project teams.
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Support movement of equipment, materials, and resources between project locations.
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Assist with installation planning logistics, site access requirements, and workforce coordination.
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Ensure project teams have necessary information regarding travel, schedules, and site requirements.
Installation & Operational Readiness Support-
Support project teams during installations, rehearsals, technical rehearsals, openings, and operational launch activities.
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Assist with readiness checklists, punch lists, action item tracking, and issue documentation.
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Help coordinate communication between production, operations, technical, creative, and client teams.
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Track project risks, issues, and operational concerns, escalating matters to project leadership when appropriate.
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Support quality assurance and operational readiness activities leading into project openings and launches.
Project Systems & Reporting-
Maintain project management systems, databases, trackers, and digital filing structures.
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Support upkeep of Wrike, project dashboards, schedules, and reporting tools.
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Prepare recurring project status reports and meeting summaries.
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Assist with collecting and organizing production metrics and operational reports.
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Ensure documentation remains current, accurate, and accessible.
Team & Stakeholder Communication-
Serve as a key administrative liaison between production teams, clients, vendors, contractors, and internal departments
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Facilitate communication across production, operations, procurement, finance, and creative teams.
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Support coordination of contractor onboarding and project workforce administration.
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Foster a collaborative, professional, and service-oriented working environment.
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Maintain clear, timely, and accurate communication across all project stakeholders
Qualifications & Skills:-
2–5 years of experience in production coordination, project coordination, event production, themed entertainment, hospitality, attractions, live entertainment, or related industries.
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Demonstrated organizational and administrative skills with strong attention to detail.
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Experience supporting multiple projects and priorities simultaneously.
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Strong written and verbal communication skills.
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Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) and project management platforms.
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Ability to manage schedules, documentation, budgets, and logistics in a fast-paced environment.
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Comfortable working with cross-functional teams across multiple locations and time zones.
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Experience with procurement, budgeting, reporting, or travel coordination is preferred.
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Knowledge of themed entertainment, attractions, live events, or entertainment operations is preferred.
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Willingness to travel and support project activities as business needs require.
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Flexibility to work evenings, weekends, and holidays as required
Character Attributes:-
Strong Communicator: Able to provide clear communication to team members, crew, talent, vendors, and stakeholders, ensuring clear understanding and alignment across all project activities.
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Highly Organized: Exceptional at planning and managing complex schedules and resources.
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Detail-Oriented: Attentive to all parts of the project process.
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Team-Oriented: Works collaboratively with diverse teams, fostering a positive working environment that encourages cooperation and communication.
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Proactive Problem Solver: Anticipate potential challenges and develop thoughtful contingency plans to quickly address project challenges to client satisfaction.
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Decisive: Confident in making quick, informed decisions.
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Adaptable: Flexible to last-minute changes, unforeseen challenges, or evolving project needs.
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Professional Attitude: Effectively navigate high-stress situations, representing yourself, the project and RWS in the most positive way.
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Resourceful: Finds creative solutions to optimize resources.
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Safety-Focused: Prioritizes health and safety in all aspects of your work, supporting protocols and ensuring compliance with industry standards and regulations.
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Time Management: Capable of handling multiple projects simultaneously, ensuring all project deliverables are completed on schedule.
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Flexible Schedule: Project locations span the globe and may require extended hours which include work over weekends and holidays and include international travel to project site locations as needed.
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Ethical & Professional: Upholds high standards of professionalism, integrity, and accountability
Company Benefits:-
Competitive Salary
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Company Pension
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25 days paid holiday excluding Bank Holidays
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Paid parental leave
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Computer (Mac/Windows)
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Company Phone Allowance
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Employee Assistance and Wellbeing Programme
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Childcare Support Policy
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Employer Sponsored Vision Programme
While this is intended to be an accurate description of the job, this is not necessarily an comprehensive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the position, and may require that other or different tasks be performed as necessary and assigned.
DIVERSITY AND INCLUSION STATEMENT:
DIVERSE IS WHO WE ARE
Way more than a box to check, diversity is core to RWS Global culture. We value it, promote it, protect it and hire it. All differences are welcome here. We know for a fact that each employee’s individual background, life experiences, knowledge, self-expression, and capabilities are a contribution to our culture, as well as our reputation and achievements. So, bring all of who you are, no questions asked.
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