Production Coordinator

Department: Production
Reports To: Director of Production

Job Summary

We are seeking a highly organized and detail-oriented Production Coordinator to oversee the full physical production lifecycle of media projects. This role is responsible for managing budgets, schedules, staffing, contracts, financial processes, and operational coordination from proposal stage through final delivery and post-production.

The ideal candidate has strong production management experience, exceptional attention to detail, and the ability to manage multiple active projects while maintaining cost control, compliance, and operational efficiency.

Key Responsibilities

Production & Project Management

• Manage the full physical production process including budgeting, cost control, staffing, scheduling, and resource allocation
• Oversee projects from job proposal stage through PR creation (Oracle), contract signing, production execution, invoicing, and supplier payments
• Create and maintain detailed production budgets, cost reports, and master production schedules
• Track expenses and manage purchase orders, invoices, payroll, and production accounting
• Submit and manage financial documentation and receipts in Oracle when required
• Ensure contracts are renewed before expiration for ongoing projects
• Support post-production by managing deliverables, timelines, and cross-department communication

Scheduling & Reporting

• Create and manage project schedules and operational reports on Monday.com
• Prepare and maintain weekly progress reports for each project and task
• Monitor timelines and ensure all production milestones are achieved
• Schedule and coordinate internal and external production meetings

Operations & Logistics

• Coordinate with department heads to ensure crew requirements and operational needs are met
• Hire and manage production staff, freelance crew, and vendors as required
• Oversee location logistics, permits, insurance, equipment rentals, and travel arrangements
• Ensure compliance with company policies, contractual obligations, and production standards

Documentation & Archiving

• Organize and maintain comprehensive production archives
• Ensure all project documents, contracts, reports, and media materials are properly archived and accessible
• Maintain accurate records in CRM and project management systems

Client & Stakeholder Management

• Serve as point of contact for internal stakeholders and external partners regarding production matters, when required.
• Prepare visually appealing proposals and presentations when required
• Maintain strong relationships with clients, suppliers, and production partners

Required Skills & Qualifications

Core Competencies

• Exceptional attention to detail and financial accuracy
• Advanced organizational and multitasking skills
• Ability to manage multiple productions simultaneously
• Strong problem-solving and decision-making skills
• Clear and professional communication abilities
• High level of accountability and ownership

Technical Skills

• Advanced knowledge of Microsoft Office or Google Workspace
• Strong spreadsheet and financial reporting skills
• Understanding of production accounting and budgeting processes

Preferred Qualifications

• 3–5+ years of experience in media production management or production account management
• Experience working in fast-paced, deadline-driven production environments
• Strong understanding of physical production workflows (pre-production, production, post-production)