NYC Production Coordinator

Only Make Believe

Location: New York, NY (Midtown Manhattan Office) 

Reports To: NYC Program Manager 

Time Frame: Full-Time, Non-Exempt (40 hours/week)

Deadline Date: this application will be open until Fri, Dec 5th.  

Target Start Date: January 2026 (Flexible/Negotiable)

Salary: $50,000 – $55,000

About Only Make Believe

Only Make Believe is a non-profit organization dedicated to creating and performing interactive theatre for children living in hospitals and care facilities. Our mission is to bring the healing power of laughter and imagination to children in need. This role is crucial to the operational backbone of our NYC chapter, supporting a busy company of professional actors who deliver over 200 performances annually.

Position Summary

The NYC Production Coordinator (referred to as Production Coordinator in the office) is a highly organized, self-starting professional responsible for the essential production and administrative logistics of our New York City programming. Reporting to the NYC Program Manager, this position ensures the seamless, day-to-day operation of our in-person and virtual interactive theater performances. The Coordinator provides a vital balance of hands-on production support - including serving as the stage manager for live shows - and critical administrative assistance. The ideal candidate thrives in a small, mission-driven office environment and possesses meticulous attention to detail.

Core Responsibilities

The core responsibilities fall into two categories:

I. Production & Stage Management

• Stage Management: Act as the stage manager for all in-person, off-site performances and rehearsals, ensuring the smooth execution of each show.

• A/V Operation: Facilitate and operate sound cues for all in-person off-site NYC performances and designated national virtual performances.

• Logistics & Travel: Arrange actor travel logistics for all performances beyond the reach of public transportation (subway/bus).

• Costume & Prop Management:

• Maintain and manage inventory of over 100 props and costumes.

• Prepare, pack, and track all theatrical materials for performances.

• Coordinate and facilitate the safe transport of show materials between the Midtown Manhattan office and NYC hospitals/schools.

• Oversee the maintenance, repair, and inventory of show costumes, props, and children’s costume trunks.

II. Administrative & Program Coordination

• Performance Scheduling: Assist the Program Manager in maintaining the comprehensive performance calendar, tracking over 200 virtual and in-person shows annually.

• Communication & Tracking:

• Promptly notify company members (actors, Program Manager) of any scheduling changes.

• Assist in tracking and confirming NYC actor availability.

• Field, process, and efficiently resolve NYC actor substitution requests by identifying appropriate replacements in a timely manner.

• Track and process key performance metrics, including actor hours and substitution data.

• Partner Relations:

• Assist the Program Manager with coordinating and confirming performance cycles with NYC hospital and school partners.

• Track and process Letters of Agreement (LOAs) with NYC partner sites.

• Assist with maintaining up-to-date hospital contact information, site evaluations, and census data.

Required Qualifications:

• Driver’s license and proven ability to comfortably drive throughout New York City’s five boroughs is required and non-negotiable. 

• Proficiency in Mac OS, Microsoft Office (Word, Excel), and G Suite (Google Docs, Sheets).

• Impeccable organizational skills and an essential commitment to attention to detail.

• Demonstrated ability to multitask, prioritize, and manage multiple projects simultaneously in a fast-paced environment.

• Highly motivated self-starter who excels in a small team/office setting.

Preferred Qualifications:

• Bachelor’s Degree.

• Two or more years of professional experience and/or training in company management, stage management, or arts administration, or an equivalent combination of education and experience.

• Familiarity with theatre production software such as QLab/GoButton.

• Familiarity with scheduling/project management tools such as When I Work and/or Monday.com.

• Experience with CRM/database management (e.g., Salesforce, Mailchimp, Monday.com).

• Skills in prop building or basic sewing/costume repair are a plus.

Working Conditions & Physical Demands:

• This is an in-office position requiring regular daily attendance. The standard work schedule is Monday - Friday, 9:00 AM - 5:00 PM (38 hours/week), with occasional evening meetings or events. 

• The role involves regular travel (via car and subway) throughout NYC, as well as to sites in NY, CT, and NJ.

• Must be able to coordinate and assist with the transport of production materials, which requires moderate lifting (up to 40 lbs).

Salary & Benefits

• Salary: $50,000 - $55,000

• Benefits: Only Make Believe offers a comprehensive benefits package including:

• Medical, Vision, and Dental insurance.

• Generous Paid Time Off (PTO) package, including 10 paid holidays and 10 days of PTO.

• Matching 401-K retirement plan.

• Work Flexibility: The organization currently offers one remote work day per week, provided it does not conflict with essential in-office commitments, show schedules, or administrative deadlines.

To Apply

Please send a PDF copy of your Cover Letter and Resume by clicking below.