Production Resource Coordinator (Temporary Full-Time)
Description
Note: This is a short-term project (~2 months) with possibility to extend. Ideal candidates will be located within commuting distance to the New York City area but remote candidates may also be considered.
About Us:
Advanced Systems Group, LLC enables creativity through better technology and operations for media creatives and content owners. From acquisition to delivery, on-premises or in the cloud, ASG ensures our clients’ success through tailored solutions. One of North America’s largest Media and Entertainment Technology and Operations suppliers, we provide engineering services, physical and cloud integration, training, support, and managed services. Our Managed Services deliver customized operations and services for all phases of media production, including creative and engineering. Founded in 1997, and providing nationwide services, ASG has teams based in North America, South America, and Europe.
We are looking for:
Advanced Systems Group LLC. is seeking an experienced Production Resource Coordinator supports the smooth and efficient running of the Resource Operations organization within Managed Services. This role combines core production scheduling responsibilities with specialized onboarding coordination for key clients. The aim is to ensure that Flex talent, Managed Services hires and production teams are deployed accurately, onboarded successfully and supported through clear, dependable processes.
This position partners closely with Regional Managers, Account Management, Tech Ops, and our client teams to deliver a reliable, white-glove operational experience.
Production Scheduling and Resource Deployment:
- Coordinate scheduling, assignment and deployment of Flex production personnel across studio, live event and remote productions.
- Act as the primary point of contact for client scheduling requests, capturing requirements, confirming details and ensuring accurate resource allocation.
- Manage engagement calendars using Monday and Lasso, maintaining accurate booking data by client, region and workflow.
- Communicate availability, bookings, changes and confirmations to talent, Regional Managers and clients.
- Support cost tracking, reconciliation, time and expense approval and general production administration.
- Maintain the Flex roster database, profiles, portfolios, availability and skills data.
- Support the creation and maintenance of SOPs and workflow documentation as needed.
- Provide exceptional customer service to clients, talent and internal partners at all times.
- Support the establishment and transition of scheduling and resourcing tools.
Onboarding and Client Provisioning:
- Coordinate onboarding workflows for Managed Services talent, including documentation, provisioning, client system access, compliance steps and first day readiness.
- Partner with Account Management, Resource Managers and client POCs to ensure a seamless, accurate onboarding experience.
- Manage system access requests, device provisioning, SharePoint or distribution list updates and any associated Tech Ops coordination.
- Track onboarding progress, identify risks or delays and escalate issues when required.
- Support the creation of onboarding documentation, training materials and SOPs to improve process accuracy and transparency.
- Maintain accurate onboarding records, audit documentation, tracking sheets and reporting.
- Provide clear and timely communications around onboarding status, expectations and required actions for both internal teams and clients.
Cross-Functional Collaboration:
- Work closely with Regional Managers to support coverage models across time zones and maintain smooth handovers between Europe, East and West.
- Support volume spikes or urgent onboarding or scheduling needs across any region.
- Partner with Creative Ops, Talent teams and Tech Ops on shared workflows, access requirements and troubleshooting.
- Participate in special projects across Resource Operations, including tooling improvements, process redesign and documentation initiatives.
Standards, Communication and Quality:
- Maintain a high standard of communication, documentation and organization across scheduling and onboarding workflows.
- Help refine operational standards across Managed Services, contributing ideas for efficiency and consistency.
- Apply sound judgement when resolving issues, prioritizing tasks or managing real-time challenges.
- Support new-hire announcements or internal updates relating to onboarding, access, terms or status changes.
- Support in creating Managed Services processes and standards, guides and materials
Required Qualifications & Experience:
- 3-5 years of experience in production operations, resource coordination, onboarding, or a related operations role.
- Familiarity with studio, live or multimedia production environments.
- Experience working directly with clients and managing operational requests.
- Experience with system provisioning, onboarding workflows, or tool-based access management.
- Professional working experience with Microsoft Outlook, Google Workspace, and video conferencing platforms.
Competencies:
- Excellent organizational and time-management skills.
- Outstanding written and verbal communication.
- Strong understanding of production workflows, scheduling and operational processes.
- Proven ability to work collaboratively with cross-functional teams.
- Strong problem-solving, prioritization and critical-thinking skills.
- Ability to manage multiple workflows and deadlines simultaneously.
- High attention to detail and accuracy in documentation and data.
- Comfortable working remotely with teams across several time zones.
- A proactive, adaptable, people-first approach with a commitment to white-glove service.
Preferred Qualifications:
- Experience with scheduling tools Monday.com and Lasso.
This full-time role offers a salary of $80,000-90,000 (prorated throughout the contract duration) depending on experience. This is a short-term project (~2 months) with possibility to extend.
Advanced Systems Group LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.