Studio Coordinator

Responsibilities

1. Assist in coordinating all logistics related to production, including equipment rentals, transportation, and location scouting.
2. Ensure that all necessary resources are available and in place for production activities.
3. Assist in developing and maintaining production schedules, coordinating with various departments to ensure deadlines are met and resources are utilized efficiently.
4. Serve as a point of contact between different departments and external stakeholders, relaying information and coordinating activities to ensure effective collaboration and communication.
5. Assist in obtaining permits and permissions for filming locations, ensuring compliance with all legal and regulatory requirements.
6. Assist in tracking production expenses and reconciling budgets, ensuring that expenditures are within approved limits.
7. Maintain accurate records of production activities, including contracts, insurance, releases, and production reports.
8. Organize and archive documents for future reference.
9. Maintain studio spaces and studio schedules, ensuring spaces are operational and turnkey for production.
10. Provide administrative support to the production team, including arranging travel and accommodations for crew members and cast, as needed.
11. Serve as a liaison in handling ingest of shoot media to the server/cloud services.
12. Support remote content production environments working with off-site team members ensuring connectivity and operational continuity.
13. Onboard and provide technical support to staff and freelance editors and assistant editors working on-site and remotely.
14. Support and administer all media assets, metadata, folders, and access across post-production storage and systems both on-site and in the cloud.
15. Assist the Director of Post with assignments, overflow, and testing, including but not limited to internal training, troubleshooting, technical documentation, and communication with external vendors.
16. Assist in preparing media for backup and archiving.
17. Maintain various system trackers and oversee project-related documentation.
18. Track and update budgets to ensure cost efficiency.
19. Coordinate freelancer outreach, booking, and management, including processing invoices and timesheets.
20. Assist in creating media plans for shoots and ensuring all assets are properly tracked.
21. Cross-reference and approve timesheets for both staff and freelancers.
22. Manage paper deliverables such as release trackers, stock footage, and music licensing.
23. Conduct stock footage and music research to meet project needs.
24. Send out agreements, deal memos, and independent contractor agreements (ICAs).
25. General vendor outreach and communication.
26. Traveling to other studio locations and to set on productions as required.

Basic Qualifications

1. Minimum 1 year of experience in production coordination, post-production, or media operations.
2. Experience as an Assistant Editor or Media Manager is a plus.
3. Familiarity with file transfer and cloud solutions such as Aspera, Signiant, Frame.io, and FTP.
4. Proficiency in Google G-Suite apps, Adobe Creative Cloud, and Mac OSX.
5. Experience with Adobe Premiere and an interest in motion graphics or Adobe After Effects is a major plus.

Preferred Qualifications

1. Highly organized, able to multitask, and detail-oriented.
2. A proactive, problem-solving mindset with a strong ability to adapt to new challenges.