Production Coordinator

The Madrid studio is seeking an organised Production Coordinator to join on a part-time, on-site basis of 20 hours per week (11am–3pm). Reporting to the Studio Director, the role acts as the operational hub and community connector for the development team, supporting studio operations, team administration, and game production workflows. The coordinator collaborates with teams across multiple studio projects and daily operations as game development moves through distinct project stages.

• Coordinate domestic and international shipments, prepare commercial invoices, handle customs clearance documentation, and track shipments such as development kits and game assets.
• Manage sourcing, inventory, packing, and distribution of official game merchandise, milestone gifts, launch kits, and studio apparel for teams and external partners.
• Coordinate incoming and outgoing deliveries, log packages, and route production equipment to appropriate groups.
• Plan, budget, and organise internal events, team-building activities, and milestone celebrations that build a welcoming team environment.
• Help organise recurring all-hands meetings, town halls, and partner visits, including lunch catering, dietary preferences, and room bookings.
• Partner with Workplace Experience on studio-branding projects, anniversary recognitions, and health and wellness events.
• Communicate with and maintain relationships with external suppliers such as printers, merchandise manufacturers, caterers, and venues.
• Create purchase orders, track statements of work, process invoices, assist with vendor setup in EA financial systems, reconcile team expenses, review and submit corporate travel expenses, process monthly corporate card statements, and guide team members on expense tools and company policies.
• Maintain inventory levels for team supplies, snacks, peripherals, and event materials, restocking items.
• Schedule meetings, set up conference room technology, capture clear meeting notes, track follow-up items, support production leadership with travel itineraries, bookings, travel letters, and visa coordination, maintain studio guides, team FAQs, distribution lists, and collaboration platforms
• And help team members submit or follow up on IT and Facilities service desk tickets.

• Background in an administrative, coordinator, or operations role within a creative or technical environment such as gaming, entertainment, or technology.
• Ability to work a 20-hour week on site in Madrid to manage physical logistics, workspace experience, and office operations.
• Familiarity with Outlook and Google Workspace (schedule management, document collaboration, note-taking).
• Comfort working across varied project needs as studio development progresses.
• 1+ years of experience organising team events, handling international courier shipping and customs documentation, and tracking basic expenses.
• Professional fluency in Spanish and English to coordinate with local vendors and global teams, including writing clear emails and facilitating meetings.
• Focus on accuracy, capability in organising tasks, managing schedules, and a commitment to handling confidential studio information with care.

• Madrid, Spain (on site)
• Hybrid work model