Job Descriptions

PRODUCTION ADMINISTRATION COORDINATOR

JOB DESCRIPTION

General Summary 

The Production Administration Coordinator will be partnering with the Sales, Operations, and the Accounting Department to ensure every project runs smoothly from setup to final billing. This person will be highly organized, detail driven and will be a resource for 4Wall employees at all levels.

Personal Responsibility

Drive Accuracy from the Start (Quote & Order Review)

• Partner with Sales and Accounting to build accurate billing schedules for projects.
• Review quotes and orders to ensure pricing, tax settings, timelines, and coding are correct.
• Make sure multi-order events are properly structured under a single project.
• Confirm all required documentation, deposits, and customer details are complete before orders begin.

Keep Projects Running Smoothly (Order Management)

• Monitor daily reports to ensure orders are fully ready to go before start dates.
• Set up new customers and verify accounts are in good standing.
• Ensure all contracts, POs, and invoices are properly documented and aligned.
• Maintain accurate billing schedules and order details throughout the project lifecycle.

Own the Details Through Completion (Closeout & Reconciliation)

• Review billing to catch discrepancies and ensure nothing is missed.
• Partner with Sales and Operations to reconcile active and completed orders.
• Help track and resolve missing equipment and related documentation.
• Confirm with agents/PMs that all project costs (labor, rentals, travel, etc.) are captured before final billing.
• Support timely and accurate project closeout in partnership with Accounting.

Be a Go-To Partner Across Teams

• Act as a key resource for Sales Agents and Project Managers.
• Provide leadership with clear, up-to-date project status information.
• Coordinate with Legal to ensure contracts and NDAs are completed on time.
• Support vendors and internal teams with setup questions and payment status updates.

Collaborate with Accounting

• Help onboard customers and ensure all required documentation is complete.
• Partner on invoicing (manual, consolidated, summary) to meet client needs.
• Support collections by following up with customers and connecting them with Accounting if necessary.
• Assist in resolving billing questions and discrepancies.

Team Responsibilities

• Communicate in a positive and professional manner with all 4Wall Entertainment employees,vendors, and clients. 
• Maintain the highest level of customer relations.
• Work in a safe manner and report any safety concerns to your direct supervisor.

Key Requirements

• 2–3 years of administrative, coordination, or office experience.
• Strong attention to detail and ability to manage multiple priorities.
• Excellent communication and problem-solving skills.
• Solid computer skills (Excel, Word, Outlook, PowerPoint).
• A proactive, team-oriented mindset with a positive attitude.
• Ability to thrive in a fast-paced environment and adapt as priorities evolve.
• Entertainment or production industry experience is a plus.

Physical Requirements

The job duties and tasks of this position require the employee to regularly sit. The employee may choose to stand and move within their working area. Regular use of computer monitors and a keyboard/mouse will be required. The employee must occasionally lift and/or move up to 2 pounds. Other physical requirements of the job include the ability to communicate. Generally, the employee will be in a temperature-controlled work environment set for general comfort.

Availability

• Must be available for evenings and weekends as needed

Position Location and/or Territory and Travel

• Occasional travel for training may be required

Position Type

• Full-Time/Regular