Production Administrator

WHO WE ARE
Avant Gardner is New York City's premier event space and producer. Its flagship venue, The Brooklyn Mirage, is the crown jewel of New York City entertainment and one of the most iconic venues in the world. Avant Gardner's 80,000 square foot complex occupies an entire city block of East Williamsburg, highlighted by the space's unrivaled audiovisual features including a 200 foot wide, 15k resolution video wall. Voted North America's 'Best Large Club' in 2022 and 2023 and ranked top ten globally by DJ Mag, Avant Gardner has welcomed sold out shows featuring today's top acts and emerging global stars including Drake, Skrillex, Turnstile, Four Tet, John Summit, Glass Animals, Carl Cox, Keinemusik, Christina Aguilera, David Guetta, Marshmello, Rene? Rapp, Rina Sawayama, R?f's Du Sol, SOFI TUKKER, Ti'sto, and many more. Avant Gardner's portfolio includes event brands such as The Cityfox Experience along with programming across New York City. For more information, visit Avant-Gardner.com.

WHO YOU ARE

• Someone who is highly organized
• Someone who is able to juggle multiple projects at once and prioritize with a high degree of accuracy
• Someone who is reliable and a team player
• Someone who can keep calm under high pressure situations

ABOUT THE ROLE

The Production Administrator supports all aspects of show production by handling administrative tasks and coordinating logistics to ensure seamless operations. This role involves managing communication, documentation, financial tracking, and onsite event oversight. The Production Administrator will report to the Director of Production and the Senior Production Manager.

PRIMARY RESPONSIBILITIES

• Monitor and manage email correspondence for the shared production inbox
• Maintain and organize the shared production drive
• Ensure all show folders in the shared production drive include complete documentation (riders, advances, cost trackers, invoices, quotes)
• Manage backline trackers for festival-style shows
• Complete and update advance sheets for each show
• Prepare show binders every Thursday
• Review/send cost trackers for shows to AP for settlement
• Review/send invoices, payments, etc. to AP for show and venue related expenses
• Conduct weekly audits of purchasing cards receipts
• Assist in preparing yearly production, labor, payroll budgets, capex, and time/attendance reports.
• Collect and archive fireproof materials in the correct binders
• Update office and Google calendars including linking any relative documentation to meeting links
• Schedule meetings as needed

DESIRED SKILLS & QUALIFICATIONS

• Required proficiency in the Google Workspace suite, and its applications such as Docs, Sheets, Slides, Gmail, Drive- including Shared Drives, and Google Groups for seamless team communication.
• Bachelor's degree in Event Management, Production, Arts Administration, or a related field (or equivalent experience)
• 2+ years of experience in event production, project management, or a similar administrative role, preferred
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace
• Familiarity with production management tools and software (e.g., AutoCAD, Vectorworks, Asana, or similar)
• Basic understanding of budgeting and financial tracking systems
• Strong organizational skills with the ability to manage multiple tasks and priorities
• Excellent attention to detail for managing documentation and logistics
• Effective time management and ability to meet tight deadlines
• Strong written and verbal communication skills for coordinating with team members and external partners
• Collaborative and team-oriented mindset with the ability to work with diverse stakeholders
• Customer service skills to address client and vendor needs professionally
• Ability to anticipate potential challenges and develop creative solutions
• Capacity to make informed decisions under pressure during events or deadlines
• Understanding of production processes and terminology
• Familiarity with event planning logistics, including permits, schedules, and vendor coordination
• Experience in onsite event oversight and troubleshooting
• Willingness to work irregular hours, including evenings, weekends, and holidays, as needed for event schedules
• Adaptability to changing priorities in a fast-paced environment
• Capability to stand or move around for extended periods during event execution, preferred

COMPENSATION

This is a full time position ranging from 30-40 hours per week at a rate of $30/hr