Production Crewing Coordinator

Summary:

Cosm is seeking an organized, detail-oriented individual to join our Production Operations team as a Crewing Coordinator. This role is responsible for scheduling and staffing crew across Cosm's live productions, ensuring full coverage for on-site game productions as well as in-office operations in the Broadcast Operations Center and Remote Control Room. The Crewing Coordinator manages crew availability, builds and maintains schedules, coordinates crew travel, and resolves coverage gaps in real time. This position works closely with Production Operations and Broadcast Engineering leadership and collaborates cross-functionally to ensure every production—on-site or in-office—is fully and appropriately staffed.

Responsibilities:

• Build, maintain, and distribute crew schedules for on-site game productions and in-office shifts in the Broadcast Operations Center and Remote Control Room.
  • Secure and confirm crew availability well in advance of productions, proactively following up to close gaps and confirm commitments.
  • Ensure full crew coverage across all active productions, quickly identifying and resolving conflicts, callouts, or last-minute changes.
  • Manage scheduling across multiple concurrent productions and projects, balancing competing priorities without sacrificing accuracy.
• Coordinate crew travel for on-site productions, ensuring bookings are efficient, cost-effective, and compliant with company travel policy.
  • Research and book flights and hotels, selecting options that best balance cost, schedule, and production needs.
  • Review and approve crew-submitted flight requests, ensuring adherence to travel policy.
  • Reconcile travel charges and expenses following productions, flagging discrepancies as needed.
• Support scheduling and coverage across teams working in multiple U.S. time zones, with flexibility to work early mornings, nights, and weekends as production needs require.
• Serve as a point of contact for crew members regarding scheduling, availability requests, shift confirmations, and travel logistics.
• Communicate schedules, staffing status, and coverage needs clearly to production leadership and other stakeholders using established tracking tools and documentation.
• Maintain accurate, up-to-date records of crew availability, certifications, and assignment history within scheduling systems.
• Review and approve crew time cards and invoices, ensuring accuracy before submission for payroll or payment processing.
• Adhere to and help refine scheduling and travel coordination processes as production volume grows.
• Stay organized and detail-oriented while managing multiple schedules, crew requests, travel bookings, and inventory updates simultaneously.

Qualifications:

• Minimum two years of experience in crew scheduling, production coordination, staffing, or a related coordination role.
• Experience scheduling for live event, broadcast, or sports production environments strongly preferred.
• Experience booking and managing travel logistics (flights, hotels) in a corporate or production setting.
• Familiarity with broadcast workflows and control room operations a plus.
• Strong written communication skills with the ability to clearly document schedules, notes, and status updates.
• Advanced proficiency with Microsoft Excel, Slack, and Notion or similar scheduling, collaboration, and project management tools.
• Excellent organizational and time management skills with the ability to manage multiple concurrent schedules and prioritize competing requests.
• Experience supporting distributed, cross-functional teams across multiple time zones.
• Comfortable working in a fast-paced, dynamic environment with irregular hours, including early mornings, nights, and weekends as needed.
• Proven ability to learn and implement new scheduling and travel systems quickly.