Production – Production Coordinator

The Production Coordinator assists Production Managers and Producers in managing day-to-day activities of one or more assigned departments, and in ensuring that the most up-to-date information and tools are delivered to the appropriate individuals and departments within required timeframes. This role updates, maintains, and distributes tracking spreadsheets, ensures that Client / Director / Supervisor’s feedback is made readily available to all necessary parties, manages FTP file transfers, and coordinates regular and one-off meetings. The Production Coordinator may also provide general support and guidance to more junior team members, and perform additional duties as required.

DUTIES & RESPONSIBILITIES

Assist in managing day-to-day activities of assigned department(s).

Track schedules and work output of artists.

Report scheduling errors and productivity delays to the appropriate parties.

Continually ensure that the most up-to-date information and tools are delivered to appropriate individuals/departments within required timeframes.

Update and maintain tracking spreadsheets and distribute to relevant individuals.

Ensure that Client / Director / Supervisor’s feedback is made readily available to all necessary parties.

Attend review meetings and take accurate, detailed, clear and concise notes of required revisions.

Ensure that notes are promptly uploaded into in-house production management system.

Manage FTP file transfers, ensure that files for upload are organized within appropriately named folders and that sent material transfers properly.

Receive incoming material (i.e. client notes, images for reference, etc…), import into network and/or tracking system, and communicate receipt of delivery to appropriate parties.

Log and organize relevant details to ensure that required information and materials are easily retrievable/tracked.

Coordinate regular and one-off meetings.

Send out meeting invitations and agendas to the appropriate individuals, and ensure that all required parties are available.

Set up telephone and video conferencing equipment as necessary.

Prepare presentation and meeting materials.

Arrange catering as required.

Promote success of junior team members through continued support and guidance.

Promote/maintain department morale, motivation and positive thinking.

Perform additional duties as required.

REQUIRED SKILLS & EXPERIENCE

3-4 years’ experience in a production support role, preferably within the Animation / VFX Industry.

Superior organizational skills with a demonstrated ability to prioritize and manage conflicting interests.

Excellent verbal and written communication skills.

Strong interpersonal skills with the confidence to interact with both employees and external contacts at all levels.

Proven ability to utilize good judgment and perform well under minimal supervision.

Intermediate working knowledge of Microsoft Office Suite (Excel, Outlook, PowerPoint, Word).

Strong attention for detail.

Availability to work overtime on short notice when required.