Productions Coordinator in Ascot

Working Pattern: Monday to Friday, typically 9:00am – 5:00pm (flexibility required during peak periods).

Location: 2 days a week – The Woodyard Workshop (Ascot), 2 days a week – Head Office (Covent Garden), Friday – work from home.

Reports to: Production Manager.

Role Overview: The Production Coordinator supports the Production Manager in delivering the creative vision set by the Art and Show Director across Lapland’s large-scale immersive experiences in Ascot & Manchester. This role focuses on day-to-day coordination, administrative and logistical support across the production function, ensuring projects, schedules, suppliers, budgets and internal communications are managed efficiently. Working closely with Production, Design, Procurement, Warehouse & Logistics, Performance, Costume, Technical Production and wider operational teams, the Production Coordinator will support projects from concept through planning and delivery.

Responsibilities:

• Support the Production Manager with the day-to-day coordination of production activity across multiple projects and departments.
• Maintain and update production schedules, trackers, action lists, project documentation and delivery plans.
• Coordinate meetings, take notes where required, track actions and ensure follow-up across teams.
• Support supplier communication, quote requests, order tracking and general production administration.
• Assist with procurement processes including raising purchase orders, tracking invoices and maintaining expenditure records.
• Support budget tracking and cost reporting across production projects.
• Maintain accurate records of supplier information, project documentation, schedules, specifications and approvals.
• Liaise with internal departments including Design, Procurement, Warehouse & Logistics, Performance, Costume, Tech Production and Operations to gather information, track progress and ensure clear communication.
• Assist in coordinating deliveries, collections, transport schedules and movement of materials, equipment and assets between workshop, warehouse and site locations.
• Support inventory management, asset tracking and condition reporting across production stock and equipment.
• Assist with the coordination of freelancers, contractors and external suppliers, including onboarding administration and scheduling support.
• Help maintain production systems, shared documents and project management platforms, ensuring information is accurate and up to date.
• Support planning for build, de-rig and post-event requirements where required.
• Assist with preparation of presentations, reports, meeting materials and production updates.
• Provide ad-hoc administrative and coordination support to the wider production team as required.

Knowledge, Skills & Experience:

• Passion for the Lapland mission and collaborative culture.
• Previous experience in a production coordination, project coordination, administrative or support role, ideally within events, theatre, live entertainment or immersive experiences.
• Highly organised with strong attention to detail and ability to manage multiple priorities simultaneously.
• Strong administrative and coordination skills, confident managing schedules, documentation, trackers and follow-up actions.
• Comfortable liaising with internal teams, suppliers, contractors and external partners in a professional manner.
• Experience supporting budgets, purchase orders, invoice tracking and general financial administration.
• Strong written and verbal communication skills.
• Confident using Microsoft Office, particularly Excel, Outlook and Teams.
• Experience using project management or workflow tools such as Monday.com or similar.
• Proactive, practical and solutions-focused with a calm and adaptable approach.
• Comfortable working in a fast-moving environment where priorities may shift regularly.
• Ability to work independently while supporting a wider collaborative team.
• Flexible approach to working hours during peak delivery periods where required.
• Comfortable working across workshop, office and live event environments.

Equal Opportunity Statement: Lapland is proud to be an equal opportunity workplace that seeks to recruit, develop and retain the most talented people from a variety of backgrounds, perspectives and skills. We encourage applications from all genders, races, religions, ages and sexual orientations, as well as parents, veterans, people living with disabilities and other groups that could bring diverse perspectives to our business. Applicants must be authorised to work in the United Kingdom without the need for visa sponsorship. Lapland reserve the right to withdraw this advert at any time. Due to the high number of applications being received, we may not be able to respond to every applicant.