Transportation Coordinator Overview

The Transportation Coordinator will oversee and manage all transportation logistics for a large-scale traveling production spanning 10 cities, supporting approximately 200 crew members and 40 cast/talent. This person will be responsible for coordinating daily transportation needs, maintaining schedules, communicating with drivers and production teams, and ensuring cast and crew get safely and efficiently where they need to be, on time. Key Responsibilities

• Manage day-to-day transportation logistics across all 10 production cities.
• Coordinate transportation for approximately 40 cast/talent, including airport transfers, hotel transfers, set, production offices, events, rehearsals, interviews, and other production-related locations.
• Support transportation needs for a 200-person crew as required.
• Create and maintain detailed daily transportation schedules, manifests, pickup/drop-off lists, and driver assignments.
• Coordinate with transportation vendors, car services, shuttle companies, rental companies, and individual drivers.
• Book and confirm SUVs, sprinter vans, shuttles, passenger vans, and other vehicles based on production needs.
• Track airport arrivals and departures and arrange transportation accordingly.
• Serve as the primary point of contact for drivers and transportation vendors during production.
• Provide drivers with accurate call times, addresses, parking instructions, contact information, and special instructions.
• Manage last-minute transportation requests and changes calmly and efficiently.
• Maintain accurate records of transportation bookings, driver information, vehicle assignments, expenses, and invoices.
• Assist with transportation budgets and expense tracking, ensuring services stay within approved production costs.
• Communicate transportation updates to the appropriate production personnel through phone, text, email, and production communication platforms.
• Be available for early mornings, late nights, weekends, travel days, and changing production schedules.
• Troubleshoot transportation issues in real time and quickly develop solutions when plans change. Ideal Candidate
• Previous production transportation or transportation coordination experience.
• Experience working on television, film, reality, live events, or large-scale productions.
• Comfortable managing transportation for large crews and high-profile talent.
• Extremely organized with strong attention to detail.
• Able to manage multiple vehicles, drivers, schedules, and locations simultaneously.
• Excellent communication and problem-solving skills.
• Calm under pressure and able to handle last-minute changes.
• Proactive and able to identify transportation issues before they become problems.
• Comfortable using spreadsheets, scheduling tools, GPS/navigation platforms, email, and production communication systems.
• Must be flexible with a demanding production schedule and comfortable being on call when transportation is active.

What Makes This Role Important

The Transportation Coordinator will be responsible for ensuring 40 cast/talent and a 200-person production operation can move efficiently from city to city and location to location. This requires someone who can think several steps ahead, communicate effectively, and remain composed when schedules inevitably change.