Production Coordinator

Role Overview

The Production Coordinator is the operational backbone of the production team. They support producers and production managers by coordinating logistics, documentation, schedules, crew communication, and on-ground execution across all stages of production, pre-production, shoot, and post-production.

• Coordinate production logistics including locations, permits, crew bookings, equipment, transportation, accommodation, and catering
• Prepare and maintain call sheets, contact lists, schedules, and production trackers
• Assist in budgeting by collecting quotes and tracking approved costs
• Liaise with vendors, freelancers, and internal departments
• Ensure all paperwork is prepared: NDAs, Talent releases, Crew contracts, Location agreements
• Support PPMs (Pre-Production Meetings) by preparing documents and notes
• Ensure all production needs are aligned with the approved creative and timeline

• Act as the main coordination point between production, crew, talent, and clients
• Distribute and update call sheets and real-time schedule changes
• Ensure crew call times, transport, catering, and equipment arrive on time
• Track daily expenses and petty cash (if assigned)
• Handle on-set issues calmly and escalate when necessary
• Ensure smooth flow of communication on set
• Support client experience on set (hospitality, comfort, logistics)

• Coordinate delivery of footage, hard drives, and assets
• Track post-production schedules and deadlines
• Follow up with editors, post houses, VO artists, and composers
• Assist in managing feedback rounds and approvals
• Ensure final deliverables are archived and documented properly

• Maintain accurate production records and folders
• Prepare wrap reports and post-project documentation
• Support finance with invoices, POs, and cost confirmations
• Ensure compliance with company processes and production standards

• Strong organizational and multitasking skills
• Excellent communication (verbal & written)
• Ability to work under pressure and tight deadlines
• Problem-solver with a proactive mindset
• Attention to detail (non-negotiable)
• Familiarity with production workflows (ads/commercials)
• Comfortable with Google Workspace / Excel / production tools
• Willingness to work long hours during shoots