Production Equipment Manager

Part-Time Production Equipment Manager

Location: New York City, on-site

Schedule: Part-time, approximately 8–16 hours per week; flexible weekday scheduling

Compensation: $30/hour

Reports To: Head of Production / Operations Manager

About the Role

We are seeking an organized, detail-oriented Production Equipment Manager to oversee and maintain our in-house commercial production equipment library.

Our equipment supports a steady cadence of commercial shoots, branded content, and internal production projects. We are looking for someone who can bring structure, accountability, and consistency to how our gear is inventoried, maintained, checked in/out, and planned for future production needs.

This is a part-time, on-site role based out of our New York City office, requiring 1–2 days per week in person. The Production Equipment Manager will serve as the primary point of accountability for our equipment ecosystem, including inventory accuracy, check-in/check-out procedures, loss prevention, condition reporting, and support with sourcing and procurement of new equipment packages.

The ideal candidate is someone who takes pride in a well-organized equipment room, a clean and accurate inventory system, and a process that allows production teams to work smoothly and confidently.

Key Responsibilities

1. Equipment Tracking & Inventory Management

• Build, maintain, and continuously update a complete inventory of all in-house production equipment, including:
• Cameras and camera bodies
• Lenses
• Lighting fixtures
• Grip equipment
• Audio equipment
• Media and data equipment
• Power supplies, batteries, chargers, cables, monitors, and accessories
• Cases, bags, and transportation gear
• Maintain detailed records for each item, including:
• Make, model, and serial number
• Purchase date, cost, vendor, and warranty information
• Current condition, location, and assigned kit or owner
• Service and repair history
• Conduct regular physical audits, including weekly spot checks and quarterly full inventory reviews.
• Implement and maintain a clear labeling, barcode, or QR code system for quick identification and tracking.
• Organize the equipment storage area for efficient access, safe storage, and clean presentation.
• Maintain inventory documentation that can be shared with insurance, finance, or company leadership as needed.

2. Check-In / Check-Out Procedures

• Design, document, and manage a consistent check-in/check-out process for all equipment leaving and returning to the office.
• Maintain accurate real-time records of who has each piece of equipment, where it is going, and when it is expected to return.
• Inspect equipment at both check-out and return, including:
• Functional testing of cameras, lenses, lighting, and audio equipment
• Cosmetic inspection for damage
• Verification that all accessories, components, cables, batteries, and cases are included
• Ensure kits are complete, charged, formatted, organized, and shoot-ready before they are released.
• Communicate gear handling expectations and return timelines clearly to internal team members and freelance crew.
• Train team members and freelancers on proper check-in/check-out procedures.
• Maintain a digital sign-off process, including signatures, timestamps, and photos where appropriate.
• Continuously refine procedures based on team needs and operational feedback.

3. Missing, Damaged & Overdue Equipment Reporting

• Proactively monitor all outstanding equipment check-outs.
• Identify overdue, missing, damaged, or incomplete equipment as early as possible.
• Implement and follow a structured escalation process for unresolved gear issues, including:
• Initial follow-up with the responsible party
• Escalation to the producer, department lead, or operations team as needed
• Final reporting to leadership when appropriate
• Prepare written reports for any losses, damages, or discrepancies, including circumstances, estimated value, and recommended next steps.
• Maintain an incident log for insurance, internal accountability, and recurring issue tracking.
• Coordinate with operations or finance teams on insurance filings, repairs, or replacement processes.
• Recommend preventative measures to reduce recurring equipment issues.

4. Equipment Planning, Sourcing, Procurement & Compliance

• Partner with producers, DPs, and leadership to identify equipment needs based on upcoming projects, production trends, and gaps in the current inventory.
• Help plan new equipment packages and kit configurations, such as interview kits, run-and-gun kits, lighting packages, and A-cam/B-cam builds.
• Research and evaluate equipment options based on specs, compatibility, reliability, total cost of ownership, and production needs.
• Source equipment from approved vendors and rental houses, and obtain comparative quotes when needed.
• Support pricing negotiations, bundle opportunities, and warranty terms where appropriate.
• Ensure equipment purchases follow internal procurement requirements, including:
• Proper purchase approvals and budget sign-off
• Vendor documentation
• Receipts, invoices, and tax documentation
• Compliance with company purchasing policies
• Coordinate delivery, intake, testing, labeling, and onboarding of new equipment into the inventory system.
• Maintain vendor relationships and help manage a preferred vendor list.
• Track warranties, maintenance schedules, and end-of-life planning for aging equipment.
• Recommend when equipment should be repaired, replaced, sold, or retired.

Required Qualifications

• 2+ years of hands-on experience working with commercial production equipment in a professional setting, such as a production company, rental house, studio, or in-house creative team.
• Strong working knowledge of major camera systems, including Sony FX series/Venice, RED, ARRI Alexa/Amira, Canon C-series/R-series, and Blackmagic.
• Strong working knowledge of professional lighting brands such as Aputure, ARRI, Litepanels, Kino Flo, Astera, and Nanlux.
• Familiarity with grip, audio, media, power, and production accessory categories.
• Experience setting up, managing, or supporting inventory and check-in/check-out systems.
• Excellent organizational skills and strong attention to detail.
• Strong written communication skills for documentation, reporting, and vendor correspondence.
• Comfortable using spreadsheets, basic databases, or inventory management software.
• Ability to work independently and take ownership of processes without daily oversight.
• Reliable, punctual, and trustworthy when handling high-value equipment.
• Ability to lift and move equipment up to 50 lbs and work physically within an equipment storage environment.
• Based in New York City with the ability to work on-site 1–2 days per week.
• Legal authorization to work in the United States.

Preferred Qualifications

• Experience with inventory management platforms such as Cheqroom, Current RMS, Rentman, or similar systems.
• Background as a camera assistant, gaffer, DIT, equipment room manager, rental house technician, or production coordinator.
• Existing relationships with NYC rental houses and equipment vendors, such as AbelCine, Adorama, B&H, Hand Held Films, or ARRI Rental.
• Experience working within formal procurement workflows, including POs, approval chains, and vendor onboarding.
• Basic troubleshooting skills for cameras, lenses, lights, and audio equipment.
• Familiarity with production equipment insurance processes, including certificates of insurance, claims, and riders.
• Valid driver’s license for occasional pickups, drop-offs, or equipment transport.

What Success Looks Like

• All equipment is accurately logged, accounted for, and physically traceable.
• Check-in/check-out procedures are clear, consistent, and trusted by the team.
• Missing, damaged, or overdue equipment is identified and reported promptly with clear documentation.
• New equipment purchases are well-planned, on-budget, compliant with internal processes, and properly onboarded.
• Producers, directors, DPs, and crew have confidence that equipment is organized, reliable, and ready for production.