Production Coordinator
About you:
As a Production Coordinator, you'll keep creative work moving. You'll manage a flow of assets between copywriters, designers, and motion designers, making sure every file is where it needs to be, in the right version, at the right time. You understand how creative teams work, you catch problems before they become delays, and nothing gets lost on your watch. This is an entry-level role. You don't need years of production experience. You need to be exceptionally organized, genuinely reliable, and the kind of person who closes loops without being asked twice. If you want to build a career in production, this is the seat where you learn how it actually runs.
Responsibilities include but are not limited to:
Payroll and Wrapbook
- Own the payroll cycle in Wrapbook: project setup, onboarding, timecard collection, review, and submission
- Verify timecards against deal memos and approved rates; catch and resolve discrepancies before they hit payroll
- Handle final payments, kit fees, reimbursements, and wrap close-out
- Be the person crew come to with payroll questions
Crew and vendor onboarding
- Send, track, and complete start work packets for every crew member - tax forms, I-9 verification, direct deposit, policy sign-offs
- Manage loan-out documentation, COIs, and vendor setup
- Issue and track deal memos and rate confirmations so terms are documented before day one
- Keep the onboarding tracker current so we always know who's ready to work and who's blocking
Receipts and reconciliation
- Process and code card transactions, petty cash, and reimbursements to the right project and budget line
- Chase down missing receipts and reconcile weekly rather than at wrap
- Route vendor invoices for approval and hand off cleanly to accounting
- Maintain cost trackers and give producers a current view of budget vs. actuals
Coordination and follow-ups
- Run the follow-up system: every open item has an owner, a next step, and a date
- Manage calendars, holds, travel, accommodations, and per diem tracking
- Distribute production documents and confirm the people who need them have them
- Keep project folders and templates organized and current
- Assemble wrap books and support post-production scheduling and delivery logistics
Requirements:
- Exceptional organization. You have a system, you trust it, and things don't fall out of it.
- Real follow-through. You'd rather send the fourth reminder than let something slip.
- Attention to detail, especially with numbers, dates, and names. You understand that a small error here means someone doesn't get paid correctly.
- A hard worker who's comfortable owning unglamorous work and doing it precisely.
- Clear, direct, low-drama communication with crew, vendors, and internal teams.
- Sound judgment about when to handle something and when to escalate - and no hesitation to raise a problem early.
- Comfort with tools and spreadsheets, and the instinct to build something reusable instead of redoing the same work.
- Basic familiarity with AI tools and, more importantly, the appetite to learn them quickly. We use them to draft communications, summarize documents, clean up data, and cut down repetitive work, and we'll teach you how we do it.
- 0-2 years of experience. Production, events, or operations background is a plus but not required.
Nice to have:
- Prior experience with Wrapbook or a comparable payroll platform (Wrapbook, Media Services, Cast & Crew, ABS)
- PA or production assistant experience on commercial, branded content, or social shoots
- Familiarity with production accounting basics - budget line coding, POs, cost reports
- Exposure to both high-volume content production and larger commercial shoots
- Working knowledge of crew classification (W-2, 1099, loan-out) and standard production paperwork
Our interview process includes, but is not limited to to the following:
Excel knowledge and Typing Test
We offer a competitive salary and benefits based on ability level including:
- Base salary DOE
- Unlimited vacation policy
- Health insurance coverage
- Food stipend
- Internet/phone stipend
- Dog friendly office
- Professional Development Program
- This is a fully in-office role based in Bogotá, Colombia. Candidates must be available to work on-site five days a week.
Note. Please submit your resume in English.
About WITHIN
WITHIN is the world's first Performance Branding company, partnering with some of the biggest brands in the world to drive business growth through innovative marketing strategies. Our integrated operating model collapses the traditional marketing silos between creative and media, performance and brand, and across media channels. With a full suite of offerings including media, creative, SEO, Lifecycle, Retail Media, Affiliate and Influencer, we’re able to work with our brand partners in an integrated fashion, allowing us to align marketing strategies back to core business objectives. Client teams at WITHIN are trained on how to always act as a trusted business partner, acting as a fiduciary to client needs above our own.
Teams at WITHIN have the ability to work with iconic brands such as The North Face, Timberland, Ben and Jerry's and Jose Cuervo. Everyone at WITHIN wants to grow and be challenged. It’s a collaborative place made up of small, closely knit and versatile teams that are fast and adaptive to solve problems and build systems.
Check out some of our work!
We weave AI into everything we do, using the latest tech across all teams to innovate, work smarter, and make better decisions. Whether it’s in creative, operations, or anything else, AI helps us level up and do things at a whole new scale. We expect our people to use AI in their daily work, fully embracing it as a critical tool to help us succeed.
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Locations
- New York City: 43-01 22nd St, Suite 602, Queens, NY 11101, United States
- Bogotá: WeWork Av. Carrera 19 #100-45 Usaquén, Piso (Floor) 10, Bogotá, Distrito Capital de Bogotá 110111, Colombia
- Mexico City: Av. Insurgentes Sur 1082, Piso (Floor) 2, Oficina 2008, Ciudad de México, CDMX 03100, México
AI-Assisted Screening Notice
As part of our initial application review process, we may use an AI-assisted tool to help compare skills and job titles from your resume with the requirements of the role. This tool evaluates information based on contextual relevance and is used only to support our manual review process. It is not used to make hiring decisions.
If you are a resident of New York City and would like to request an alternative evaluation process or a reasonable accommodation, please contact us at 315-533-2388.