Production Operations Coordinator at Epacenter

EPACENTER

Job Description

Production Coordinator

Organizational Overview

EPACENTER is a vibrant hub for creativity and cultural engagement headquartered in East Palo Alto that is dedicated to inspiring imagination and activating the creative potential of all who seek greater access to artistic opportunities in San Mateo County. EPACENTER unites individuals of every age through artistic expression, supports career pathways in creative fields, and celebrates the rich cultural heritage of our community.

EPACENTER presents a dynamic range of public programs, including live performances, exhibitions and installations, stimulating lectures, curated film screenings, and spirited community events. Its comprehensive classes in digital, visual, culinary, and performing arts offer abundant opportunities for personal growth, skill development, and the discovery of lifelong passions for every age.

Designed as an inviting and accessible 25,000-square-foot space, EPACENTER is a welcoming gathering spot where people of all abilities explore their talents, engage with inspiring ideas, and flourish creatively.

Position Overview

Reporting to the Director of Program Operations and Production (DPOP), the Production Coordinator is responsible for executing EPACENTER’s productions and events. The role bridges the technical and production aspects of concerts, film screenings, dance and theater performances, exhibitions, open mics, DJ sets, and community jam nights and mixers with the programs and operations teams to ensure that performances, productions, and events are delivered on time, on budget, and with excellent technical support. The position requires strong project management, clear communication, and hands-on experience with audio, visual, lighting, and production workflows.

Key Roles and Responsibilities

Production Planning and Coordination

• Build and manage production schedules for preparation, load-in, rehearsals, performances, post-event work, and teardown
• Create and distribute call sheets, schedules, and technical plans
• Coordinate resources, including technical equipment, vendors, and external contractors

Audio, Visual, and Technical Support

• Lead setup, operation, troubleshooting, and teardown of audio, visual, lighting, projection, and sound systems for rehearsals and events
• Maintain and monitor technical inventory and schedule routine maintenance
• Coordinate repairs and replacements and ensure that documentation, cue sheets, stage plots, input lists, and manuals are current and accessible
• Train and support staff, teaching artists, interns, and volunteers in basic technical operations and safety

Vendor, Facility, and Logistics Management

• Manage vendor and contractor relationships for equipment rental, technical services, and transport
• Oversee logistics for equipment transport, staging, load-ins, and load-outs
• Coordinate facility usage with the Director of Facilities for space scheduling, technical infrastructure, and safety compliance

Budgeting, Reporting, and Documentation

• In partnership with the DPOP, develop and track production budgets and process invoices, purchase orders, and expense reports
• Maintain organized production files, contracts, and post-event reports
• Provide regular updates on production status, resource needs, and technical performance

Collaboration and Communication

• Serve as a central point of contact for internal teams to communicate needs, constraints, and changes
• Facilitate pre-production meetings, technical rehearsals, and post-mortems

Qualifications

Education and Experience

• Bachelor’s degree, associate degree, or equivalent experience in production, technical theater, live events, media arts, or a related field
• Two to four years of experience in production coordination, technical support, or live event operations. Experience in arts or nonprofit settings is preferred
• Two to four years of hands-on work with audio, visual, lighting, projection, and sound systems

Skills and Competencies

• Strong project management with the ability to manage multiple concurrent productions and events
• Clear written and verbal communication and effective stakeholder management
• Technical literacy across audio, video, lighting, staging, cabling, and basic networking
• High attention to detail with proactive problem solving
• Comfort working under deadlines with flexible hours that can include evenings and weekends

Work Schedule and Conditions

• Ability to lift and safely move technical equipment up to approximately 40 to 50 pounds
• Ability to work in theaters, classrooms, outdoor stages, and other production environments
• A valid driver’s license 

Equal Opportunity

EPACENTER is an equal opportunity employer. We welcome applicants from all backgrounds and identities, especially those who reflect the vibrant diversity of our East Palo Alto community.