Overview
Production Coordinator Jobs in Greater London, England, United Kingdom at Unboxed Group
Job Title: Production Coordinator
Functional Alignment: Head of Production
Classification: Freelance, Contract
Location: London, UK | Remote
Company Overview
Unboxed Group is a global creative agency specializing in crafting unforgettable brand experiences. Headquartered in Los Angeles, with events executed internationally, our team translates ideas into captivating narratives, seamlessly connecting imagination and reality.
Position Overview
We’re looking for a highly organized, detail-driven Production Coordinator to support the execution of experiential events, pop-ups, activations and sponsorships events. You’ll play a key role in turning creative concepts into seamless, memorable experiences by keeping logistics on track and teams aligned. The ideal candidate is calm under pressure, thrives in fast paced environments, and has a passion for the behind the scenes magic that brings events to life.
What You'll Do
Project Coordination
- Own assigned production workstreams and ensure deliverables, timelines, and documentation remain accurate and up to date.
- Maintain project trackers, production calendars, schedules, call sheets, crew lists, and operational documents.
- Proactively identify timeline risks, information gaps, or resource constraints and escalate when necessary.
- Coordinate meeting logistics, prepare agendas, capture notes, and track follow-up actions to completion.
- Support production planning by ensuring stakeholders have the information and materials needed to execute successfully.
Vendor & Crew Coordination
- Research, source, and coordinate vendors, venues, freelancers, and production crew for assigned projects.
- Request and compare bids, negotiate vendor pricing within approved parameters, and present recommendations.
- Manage vendor onboarding and compliance documentation, including contracts, COIs, relevant tax documentation, and payment requirements.
- Serve as the primary point of contact for routine vendor communications, follow-ups, scheduling, and deadline management.
- Track vendor deliverables and ensure all production partners remain aligned with project expectations.
Budget & Administrative Coordination
- Maintain accurate budget trackers, purchase order logs, and expense documentation for assigned projects.
- Submit invoices for processing, and monitor payment status.
- Track actuals against approved budgets and flag discrepancies or overages.
- Support budget reconciliation and closeout processes by ensuring complete and accurate documentation.
- Assist production leadership with financial reporting and project forecasting as needed.
Client & Internal Communication
- Draft and distribute production updates, logistics communications, and project status reports.
- Act as a liaison between internal teams, ensuring information flows efficiently across creative, operations, finance, and production.
- Participate in client and stakeholder meetings, documenting key decisions, action items, and next steps.
- Maintain a high standard of professionalism and responsiveness in all communications.
Warehouse & Inventory Management
When supporting onsite events, the Production Coordinator may be required to assist with the following:
- Maintain inventory systems for production equipment, signage, event materials, and company assets.
- Coordinate equipment check-in/check-out processes and maintain accurate asset records.
- Oversee production assistants and temporary staff supporting inventory preparation, shipment assembly, and event packing.
- Monitor inventory levels and proactively recommend replenishment or procurement needs.
- Conduct regular inventory audits and ensure warehouse documentation remains current and organized.
Production Prep & On-Site Operations
- Develop and distribute production materials including schedules, maps, signage, credentials, labels, and operational packets.
- Support event execution through active coordination during load-in, show days, and strike.
- Help manage staffing logistics, credentialing, check-ins, and real-time operational communications.
- Troubleshoot routine on-site issues independently while escalating higher-risk decisions as appropriate.
- Collect, organize, and process releases, timecards, vendor paperwork, and post-event documentation.
Process Improvement & Workflow Management
- Maintain organized file structures, project drives, naming conventions, trackers, and production systems.
- Ensure consistency and accuracy across project documentation and reporting tools.
- Identify opportunities to improve workflows, streamline processes, and increase team efficiency.
- Uphold production best practices and quality standards across all projects and communication touchpoints.
Who you are:
- Team Player: You’re reliable, communicative, and always ready to jump in wherever needed. You support the team, take direction well, and know when to lead and when to follow.
- Execution Focused: You’re not just here for the brainstorm, you bring ideas to life with precision and follow through. You understand that smooth execution is what makes an experience memorable.
- Logistics Obsessed: You love a good checklist and thrive on keeping details in order. From shipping timelines to call sheets, you’re the one making sure nothing slips through the cracks.
- Adaptable: You roll with the punches and thrive in fast paced environments. No matter the challenge, you stay composed, flexible, and ready to pivot.
Experience You Bring:
- 1-3 years of experience in event planning, brand marketing, or experiential marketing
- Experience working with consumer lifestyle brands
- Strong organizational skills with the ability to manage multiple events and deadlines simultaneously
- Excellent verbal and written communication skills
- Proficiency with Google Suite and capable of making client facing slides
- Familiarity with production schedules, vendor management, and on-site event logistics
- A passion for storytelling, branding, and creating standout customer experiences
Additional Requirements:
- 25% travel expected
- Flexibility to work non-traditional hours based on event schedules.
- Physical requirements include sitting for extended periods, standing/walking for onsite work, lifting/moving of up to 11 kg and occasionally heavier items.
- While working onsite, must be able to work outdoors in various weather conditions as needed.
Perks & Compensation
- Pay: £150-£175 per day
- Anticipated engagement length: Project-based
- Start date or project timeline: 4-5 months
Unboxed Group is an equal opportunity employer. We are committed to creating an inclusive environment for all and will not discriminate on the basis of race, colour, religion, sex, sexual orientation, gender identity, age, disability, or any other characteristic protected under UK law.
Title: Production Coordinator
Company: Unboxed Group
Location: Greater London, England, United Kingdom
Category:
