Experiential Event Production Coordinator Full Time NEW

Job Title: Experiential Event Production Coordinator

Location: In-Office 4 days a week, Los Angeles area required

Company Overview

Unboxed Group is a global creative agency specializing in crafting unforgettable brand experiences. Headquartered in Los Angeles, with events executed nationally, 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

• Support daily production workflows by maintaining timelines, trackers, and documentation.
• Update schedules, call sheets, crew lists, and production documents with accuracy.
• Flag timeline or information gaps to the Senior Coordinator or Associate Producer.
• Coordinate meeting logistics, assist with agendas, and distribute notes and follow-ups.
  

Vendor & Crew Support

• Conduct initial vendor, venue, and crew research and gather availability.
• Request quotes and prepare organized comparison sheets for senior review.
• Manage vendor paperwork, including COIs, W-9s, contracts, and onboarding materials.
• Handle vendor communication follow-ups and deadline reminders.
  

Budget & Administrative Coordination

• Maintain organized expense documentation, receipts, and transaction support.
• Update budget and PO trackers with assigned line items and actuals.
• Prepare draft POs and route invoices for approvals.
• Assist with budget reconciliation prep by ensuring accurate documentation.

Client & Internal Communication

• Draft production updates, confirmations, and logistical memos for review.
• Ensure accurate, timely communication across internal teams (creative, operations, finance).
• Support production leadership on client calls by capturing notes and action steps.

Warehouse & Inventory Management

• Maintain updated inventory logs for production equipment, signage, supplies, and event assets.
• Coordinate check-in/check-out of equipment to ensure accuracy and accountability.
• Assist with prepping shipments, packing lists, and labeling for events or productions.
• Monitor stock levels and flag replenishment needs to the Senior Coordinator or Associate Producer.
• Conduct periodic inventory audits and ensure documentation remains current.

Production Prep & On-Site Support

• Assist in creating production materials such as maps, schedules, signage, labels, and packets.
• Support on-site operations during load-in, show days, and strike.
• Help manage staff check-ins, distribute materials, and communicate real-time updates.
• Collect, organize, and file releases, timecards, and post-event paperwork.

Process, Organization & Workflow Maintenance

• Maintain organized folders, naming conventions, drives, trackers, and production systems.
• Ensure data accuracy and alignment across documents and timelines.
• Suggest incremental operational improvements that enhance team efficiency.
• Uphold production standards across all documentation 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 25 pounds and occasionally heavier items.
• While working onsite, must be able to work outdoors in various weather conditions as needed.
• Must have a personal vehicle for occasional local travel – mileage compensation provided.
• A valid driver’s license

Perks & Compensation

• Pay: $30.00 per hour.
• Location: Beautiful office in the heart of LA, right next to The Grove.
• Time Off: Unlimited PTO to ensure you stay refreshed and inspired.
• Benefits: Health Insurance & 401k enrollment options.
• Culture: Monthly team outings, flexible Friday (option to WFH), access to the world’s coolest events, and a fun, collaborative office environment.

Unboxed Group, LLC is an equal opportunity employer. Qualified applicants will receive consideration for employment without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other factors prohibited by law.