VFX Coordinator

Job Description

Dupe VFX is looking for an experienced Production Coordinator to join the growing Dupe team across a variety of high‑profile film and TV projects. At Dupe the Production Coordinator plays a key role in supporting the VFX production team by facilitating communication, tracking progress, and ensuring the timely delivery of the awarded work.

• Good understanding of a show’s overall schedule and life‑cycle.
• Strong knowledge of the VFX pipeline, its dependencies, and the interactions between each department.
• Taking responsibility for managing internal administrative tasks and paperwork related to projects.
• Joint responsibility for overseeing and managing internal schedules in alignment with the show’s needs, utilising Ftrack.
• Having a strong understanding of bid days/tasks, and taking responsibility for reporting the progression of shots, assets, and other creative work to the production team. This includes leading internal activities such as dailies, rounds, and Cinesync sessions.
• As the internal point of contact for production, effectively coordinate with assistants, leads (or VFX supervisors), editorial staff, and other internal teams to ensure smooth communication on appropriate shows.
• Maintain constant and clear communication with individual artists to understand their needs, boost morale, and provide daily support.
• Act as the primary contact for artists and promptly identify when individuals require additional assistance.

• Strong organisational skills:
  Ability to manage multiple tasks and projects simultaneously, maintaining attention to detail.
• Excellent communication abilities:
  Proficient in both written and verbal communication, able to effectively liaise with team members and other departments.
• Knowledge of VFX processes:
  Understanding of the visual effects pipeline and the stages involved in producing VFX work.
• Problem‑solving skills:
  Aptitude for identifying issues and finding creative solutions quickly and efficiently.
• Time management:
  Ability to prioritise tasks and manage time effectively to meet deadlines.
• Technical proficiency:
  Familiarity with VFX software and tools, and the ability to learn new technologies as required.
• Teamwork and collaboration:
  Ability to work well in a team environment and collaborate with others on projects.
• Adaptability and flexibility:
  Willingness to adapt to new challenges and changes in a fast‑paced industry.
• Client management:
  Skills in managing client expectations, delivering updates, and handling feedback.
• Leadership qualities:
  Capable of guiding and supporting artists and other team members, while also being able to take direction from supervisors and senior production staff.
• Budget and schedule management:
  Experience in managing person‑day budgets and VFX schedules to ensure project efficiency.
• Attention to detail:
  Strong focus on detail, ensuring high‑quality output and accuracy in all aspects of the VFX process.

• Confirm and check incoming material from client and inform Supervisor about the status.
• Rounds:
  Take detailed, comprehensive notes and review with Lead after dailies/rounds.
• Anticipate and communicate issues to Producer and Supervisor to resolve problems quickly.
• Ensure the production database is kept updated daily with notes and critical information before departing for the day.
• Manage edits to be up to date for dailies sessions.
• Organise dailies and meetings, taking notes and following up on information as necessary.
• Organise client reviews.
• Add client notes from emails, Matrix etc to Ftrack.
• Update client with approved delivery timings by the Producer and Supervisor.
• Communicating information to the crew in person as well as via e‑mail.
• Oversee the execution of client deliveries of all temps and finals within the given deadline.
• Coordinate and design schedules for outsourcing on shows (where applicable).

• Update schedule every morning with adjusted due dates based on client notes and rounds.
• Introduce new artists to the project wikis, Ftrack, systems etc (as needed).
• Prepare new business and ongoing project bids with supervisors.
• Attend review sessions with…