Production Coordinators
Skilled production office support that keeps your New York shoot organized and on schedule.
Production planning in New York needs a deep grasp of local vendors, logistics networks, and office systems. Our coordinators run the daily backbone of your production, from paperwork and travel to gear rentals and cross-department communications across Manhattan, Brooklyn, Queens and beyond. They work closely with production managers and line producers, keeping each practical detail in order so small oversights never grow into costly delays.
Through NeedAFixer's New York network, we connect you with coordinators who bring tight organization and local know-how to each project. Our pros hold standing ties with the Mayor's Office of Media and Entertainment and local vendors, which keeps logistics smooth for features, series, and commercial shoots from pre-production through wrap.
ACT 01
Capabilities
Complete Coordination Services
From office setup through wrap, our coordinators give your production the steady backbone that keeps it running smoothly.
01
Office Management
- Production office setup
- Communication systems
- Document management
- Supplies procurement
- Office operations
Headquarters
02
Travel & Accommodation
- Flight bookings
- Hotel coordination
- Ground transportation
- Per diem management
- Travel documentation
Travel Logistics
03
Crew Coordination
- Crew deal memos
- Start paperwork
- Schedule distribution
- Contact management
- Crew communications
Team Organization
04
Administrative Support
- Purchase orders
- Petty cash tracking
- Invoice processing
- Vendor liaison
- Production reports
Admin Excellence
ACT 02
Why Us
Why Choose Our Production Coordinators
01.
Local Vendor Network
Our coordinators hold strong ties with New York vendors, rental houses, and service providers across Manhattan, Brooklyn, and Queens. They know who delivers on time, who gives the best rates, and where to source special gear close by.
02.
Scheduling Expertise
Running complex shooting schedules across New York takes a firm grasp of local logistics, transport timelines, and regional factors. Our coordinators build practical schedules that fit New York working norms and keep shoots on track.
03.
Bilingual Coordination
Our coordinators speak clearly with both global crews and local New York vendors, unions, and officials. Clear communication is the base of smooth shoot logistics.
04.
Regulatory Knowledge
From hiring paperwork to vendor compliance, our coordinators know New York production rules and office needs. They handle permits, tax records, and crew forms in full step with local standards.
On Location
Production-office backbone across Manhattan, Brooklyn and Queens
Production planning in New York sits inside a long-running office tradition. It grew up around Silvercup Studios in Long Island City, Kaufman Astoria in Queens, Steiner Studios at the Brooklyn Navy Yard, and Broadway Stages across Greenpoint and Bushwick. The coordinators on our roster came up through that world before moving into the wave of Marvel features, HBO series, Netflix originals, and Apple TV+ commissions that the New York State Film Tax Credit has pulled onto the boroughs.
They run production offices in Long Island City near the Silvercup gates, in DUMBO and the Navy Yard within walking distance of Steiner, and in Midtown West near the Hudson Yards production corridor. Each office gets phone and walkie systems set up for arriving crews. They manage IATSE Local 161 deal memos for script supervisors and coordinators alongside Local 52, 600, 798, and 829 forms, and they run Cast & Crew, Entertainment Partners, and Wrapbook payroll flow. That flow ties into the Empire State Development PCN application for the 30 percent New York State Film Tax Credit plus the 10 percent NYC uplift. Their fluency with MOME (Made in NY) forms, Local 817 Teamsters driver planning, and the OSHA 30 mandate that covers all NYC IATSE crew means cast and crew records move fast through a system global producers often find dense.
On a working day, our coordinators drive call-sheet delivery and hotel bookings at fair-priced sites such as the Yotel, the Aliz Hotel Times Square, and the Wythe Hotel in Williamsburg. They build travel itineraries through JFK, LaGuardia, Newark Liberty, and Teterboro, prepare ATA carnets for incoming foreign-plated gear, reconcile petty cash through Cast & Crew and Wrapbook portals, and track purchase orders with NYC rental houses such as TCS, Eye Lite, Hand Held Films, and Adorama Rentals.
They liaise with the Mayor's Office of Media and Entertainment for the standard Optional Filming Permit, with the NYPD Movie/TV Unit at One Police Plaza for street closures and lock-ups, with NYC DOT for parking permits, and with the Parks Department for shoots in Central Park, Prospect Park, Brooklyn Bridge Park, and the High Line.
They handle the Empire State Development PCN qualifying-spend submissions, arrange IATSE Local 161 script-coordinator placements, manage account reps at Cast & Crew and Entertainment Partners for the production books, and keep the office in line with the line producer's cash-flow forecast week by week. We match coordinators based on format, budget size, union profile, and prior NYC tax-credit experience.
ACT 03
FAQ
Coordination Expertise
What are standard production norms in New York?
New York shoots follow IATSE and Teamsters union rules. These set strict 12-hour day limits, late-hour tiers after 8 and 10 hours, required turnaround gaps, and NYC permit needs from the Mayor's Office of Media and Entertainment.
How do your coordinators handle scheduling in New York?
Our coordinators build and maintain detailed shooting schedules that account for New York logistics — travel times between locations, vendor availability, local working-hour rules, and weather. They send out daily call sheets, brief department heads, and manage schedule changes to keep your production on track across Manhattan, Brooklyn, Queens, and Long Island.
How do your coordinators manage local vendors?
Our coordinators keep a vetted network of New York vendors for gear, transport, catering, and production supplies. They handle purchase orders, negotiate rates, schedule deliveries, and manage vendor ties across Manhattan, Brooklyn, and Queens so service stays reliable through your production.
When should a production coordinator start?
Ideally 4-8 weeks before principal photography for features, and earlier for complex shoots. A coordinator needs time to open the production office, begin crew booking, arrange travel, and stand up systems before shooting starts.
Do your coordinators handle travel bookings?
Yes. Our coordinators manage all travel logistics, including flights, hotels, ground transport, and per diems. They schedule arrivals and departures within New York, handle last-minute changes, and keep every travel record complete.
Do your coordinators speak English?
Yes. All our coordinators are native English speakers with deep experience on New York shoots. They speak clearly with studios, networks, union reps, and the city's wide vendor community.
Related Services
Related Support Roles
ACT 04 — On Set
Need Production Coordination?
Tell us about your production and we'll bring skilled planning support.