Production Coordinator

VaynerX

VaynerX is a family of companies building brands for the now. Founded by Chairman Gary Vaynerchuk in January 2017, the modern-day parent company is home to relevance-driving businesses including VaynerMedia, ChukMedia, Tamara Group, Gallery Media Group, Eva Nosidam Productions, Tingley Lane Trading, and VaynerSpeakers.

ABOUT VAYNERMEDIA

VaynerMedia is a global integrated creative and media agency, built for today's consumers. As the Modern Agency of Record, it understands the nuances of today's attention landscape, empowering brands to win attention, drive relevance, and deliver business results. Founded in 2009, by Gary Vaynerchuk, the independently owned agency operates in 15 offices worldwide, including Amsterdam, Bangkok, Chicago, New Delhi, Kuala Lumpur, London, Los Angeles, Mexico City, Miami, New York, Tokyo, Toronto, Singapore, and Sydney. VaynerMedia is part of the VaynerX family of companies.

Who we are: VaynerX Production Services is the centralized engine that powers production excellence across all VaynerX entities and pods. While each pod is empowered to execute production independently, Production Services ensures that the entire system runs cohesively– operationally, technically, financially, and strategically. This team is not embedded within pods; it operates horizontally across the organization to enable consistency, scalability, and best-in-class production practices across all disciplines and entities. Production Services is the backbone of our structure, connecting the creative and executional capabilities of the pods with the systems, tools, and operational discipline that make world-class production possible.

Who you are: We’re looking for a highly organized, adaptable Production Coordinator to support our growing VaynerX Production Operations team. This role sits at the intersection of in-house agency operations and traditional live-action production—ideal for someone who thrives in logistics, cares about building process, and brings hands-on set experience into an evolving, hybrid production environment.
The Production Coordinator will work across multiple brands and projects, supporting several Producers simultaneously. This role requires someone who does not wait for problems to surface but instead identifies potential gaps, proactively provides support, and helps keep productions and internal operations moving forward.

Role Summary
● Support multiple Producers across a variety of brands, timelines, and deliverables with ad hoc tasks as they arise such as, but not limited to: deck building, vendor outreach, and contract creation.
● Coordinate in person logistics as needed for Production, such as stage holds, edit room holds, lunch orders and customer services
● Assist with the onboarding of freelancers and vendors, ensuring required paperwork and documentation are completed and understood
● Serve as a knowledgeable guide for freelance crews and vendors, helping them navigate internal
processes, documentation, and expectations, sometimes handling document preparation to ensure proper workflow is maintained
● Maintain an active pulse on each job to anticipate needs and provide proactive support to both internal teams and freelance partners
● Assist with financial support: tracking costs, processing POs/invoices, updating actuals, and
maintaining documentation
● Assist with wrap submissions for productions, ensuring all the documentation needed has been submitted and filed in the right place.
● Maintain organized file structures, documentation, and archival systems for production materials
● Handle liaising between Prod Ops, Pods, and other internal departments, such as finance and signatures, making sure budgets and contracts are sorted into their appropriate places
● Contribute to building a positive, collaborative production culture within an emerging hybrid agency/production model

Experience & Qualifications
● 1–3+ years of experience in live-action and/or post production coordinating (agency, production company, or set-based experience all welcome)
● Proficient with Google Suite, Microsoft Suite administrative tools
● Familiarity with production paperwork and crew/vendor processes
● Exceptional organization, attention to detail, and follow-through
● Ability to thrive in a fast-paced, ever-evolving environment
● Respond as needed to timely production needs which could be outside standard working hours.