Definition

Production Coordinators are organizational professionals who serve as the operational backbone of video and audio production projects, managing complex logistics, schedules, and resources from pre-production through completion. They act as the central communication hub between directors, producers, talent, and crew members, ensuring that all elements of a production come together seamlessly and efficiently.

These skilled professionals combine project management expertise with a deep understanding of production workflows, working across diverse media sectors including film, television, commercials, music videos, documentaries, and digital content. Production Coordinators are essential for maintaining budgets, meeting deadlines, and solving the countless logistical challenges that arise during the creative process.

What They Do

• Schedule shoots and coordinate timelines - Create detailed production schedules, coordinate availability of talent and crew, and manage shooting calendars to optimize efficiency. Ensure all stakeholders are informed of schedule changes and maintain contingency plans for weather or other disruptions.
• Coordinate talent and crew logistics - Manage casting schedules, coordinate crew call times, arrange transportation and accommodation for cast and crew. Handle contracts, releases, and ensure all personnel requirements are met for smooth production operations.
• Manage budgets and financial tracking - Monitor production expenses, track budget allocation across departments, and ensure spending stays within approved limits. Process invoices, manage petty cash, and provide regular financial reports to producers and stakeholders.
• Handle permits and legal requirements - Obtain necessary filming permits, location releases, and insurance documentation required for production. Coordinate with local authorities, property owners, and regulatory bodies to ensure legal compliance.
• Oversee equipment logistics and inventory - Coordinate equipment rentals, manage gear pickup and return schedules, and maintain equipment inventory lists. Ensure all technical requirements are met and backup equipment is available when needed.
• Ensure smooth production workflows - Facilitate communication between departments, troubleshoot operational issues, and maintain detailed production documentation. Coordinate catering, security, and other support services to keep productions running efficiently.

Skills Required

Project Management and Organisation

• Schedule Management: Expert ability to create and maintain complex production timelines with multiple moving parts
• Resource Coordination: Efficiently managing people, equipment, and locations across multiple simultaneous projects
• Documentation Systems: Maintaining detailed records, call sheets, and production reports with accuracy and accessibility
• Risk Management: Identifying potential problems early and developing contingency plans to minimise disruptions

Communication and Leadership

• Multitasking Excellence: Ability to handle numerous tasks simultaneously while maintaining attention to detail and quality
• Problem-Solving Skills: Quick thinking and creative solutions for unexpected challenges during production
• Interpersonal Communication: Effective interaction with diverse personalities including talent, crew, clients, and vendors