Production Coordinator

Chicago Flyhouse is a specialty rigging company providing unique turnkey solutions for rigging in the entertainment, arena and museum industries. We are looking for a highly skilled and motivated Production Coordinator to join our growing team. This is a full time, on-site, administrative position providing responsive support to Flyhouse Operations, Project Managers, Project Supervisors, and onsite crews. Due to the nature of the work, some on-call availability outside standard office hours is required for time-sensitive administrative and logistical needs.

KEY RESPONSIBILITIES 

– Provide detail-oriented on-site administrative support across multiple active projects, with strong written and verbal communication

– Maintain calendars, schedules, and multi-project tracking, ensuring deadlines, deliverables, staffing needs, and outstanding items are continuously updated and communicated

– Support project billing and budget administration, including tracking costs, maintaining supporting documentation, and ensuring materials are routinely updated

– Maintain project documentation throughout the project lifecycle, ensuring required records, files, and administrative materials remain organized, current, and accessible

– Participate heavily in contract administration, including but not limited to insurance compliance, safety requirements, and close-out documentation

– Maintain project-specific hour reporting including certified payroll, EEO compliance, and other CCIP/OCIP related payroll reporting compliance

– Maintain paid time off tracking and reporting for all employees

– Assist with all types of employee onboarding, annual evaluations, and exit interviews

– Coordinate project-specific union insurance and administrative requirements, including tracking project-specific needs and maintaining required documentation

– Coordinate SPRAT and/or specialty technician hiring administration, including onboarding paperwork, certifications, credentials, and project-specific documentation.

– Coordinate employee and crew travel, including airfare, lodging, ground transportation, itineraries, and corporate transportation accounts.

– Travel to project sites as needed to provide administrative, documentation, and logistical support.

– Assist with daily office support tasks including facilitating visitor access, shipping/receiving, and stocking of supplies

– Other duties as required

QUALIFICATIONS

– 3+ years Administrative Support Experience, Bachelor’s Degree Preferred

– Strong knowledge of Microsoft Software Suite including Outlook, Word and Excel

– Must demonstrate strong written and verbal communication skills

– Must be able to operate out of our Chicago, IL headquarters primarily.

– May need to work off hours to accommodate client’s needs.

– Driver’s License and Passport preferred

COMPENSATION & BENEFITS

– Full-Time, Salaried Position paid weekly via W2

– Annual Base Salary, Minimum: $60,000

– Flexible Paid Time Off

– Health, Dental, Vision & Life Insurance

– 401(k) with Company Match

– Year-End Bonus (Performance-Based)

– Paid Training & Professional Development Opportunities