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Key Responsibilities and Required Skills for Transcription Coordinator

💰 $45,000 - $65,000

MediaAdministrationProject Management

🎯 Role Definition

The Transcription Coordinator is the central hub for all transcription-related activities within an organization. This role is pivotal in managing the end-to-end workflow, from receiving audio/video assets to delivering high-quality, accurate transcripts. Acting as the primary liaison between clients, management, and a team of transcribers, the Coordinator ensures that all projects are completed on schedule, within budget, and to the highest standard of quality. Success in this position hinges on exceptional organizational skills, a keen eye for detail, and the ability to manage multiple competing priorities in a fast-paced environment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Senior Transcriptionist / QA Specialist
  • Project Coordinator / Junior Project Manager
  • Administrative or Media Assistant

Advancement To:

  • Transcription Manager / Head of Transcription Services
  • Senior Project Manager
  • Quality Assurance Manager

Lateral Moves:

  • Content Manager or Editor
  • Media Asset Manager
  • Operations Coordinator

Core Responsibilities

Primary Functions

  • Oversee the entire lifecycle of transcription projects, from initial client request and file intake to final delivery and archiving.
  • Manage and coordinate a distributed team of in-house and freelance transcribers, ensuring optimal workload distribution and resource allocation.
  • Develop, maintain, and enforce detailed project schedules, tracking key milestones to guarantee on-time delivery for all transcription assignments.
  • Serve as the primary point of contact for the transcription team, providing clear instructions, answering queries, and offering constructive feedback.
  • Conduct rigorous quality assurance (QA) reviews on completed transcripts, checking for accuracy, grammar, punctuation, and adherence to specific client style guides.
  • Triage and troubleshoot issues related to poor audio quality, difficult accents, or technical file problems, finding effective solutions to keep projects on track.
  • Create, update, and disseminate comprehensive style guides, glossaries, and instructional documentation for transcribers to ensure consistency across all projects.
  • Manage project budgets and track transcriber hours and payments, ensuring accurate and timely invoicing and payroll processing.
  • Communicate effectively with clients and internal stakeholders, providing regular project status updates and managing expectations regarding timelines and deliverables.
  • Maintain a highly organized database of all media files, transcripts, and project-related documentation for easy retrieval and reference.
  • Evaluate transcriber performance through regular quality spot-checks and provide targeted feedback and training to foster skill development and improvement.
  • Onboard new transcribers, providing them with the necessary training on company platforms, standards, and workflow procedures.
  • Proactively identify bottlenecks in the transcription workflow and propose and implement process improvements to enhance efficiency and quality.
  • Handle sensitive and confidential information with the utmost discretion and ensure all team members adhere to strict data security protocols.
  • Prepare and generate regular reports for management on key performance indicators such as project volume, turnaround times, quality scores, and team capacity.

Secondary Functions

  • Support ad-hoc transcription and data-entry requests from various departments to assist with urgent organizational needs.
  • Contribute to the evaluation and implementation of new transcription software, tools, and technologies to drive innovation and efficiency.
  • Collaborate with technical and media operations teams to streamline the file transfer and management process.
  • Participate in team meetings and strategic planning sessions, offering insights from the transcription operations perspective.
  • Assist in scoping new projects by estimating turnaround times and resource requirements based on audio length and quality.

Required Skills & Competencies

Hard Skills (Technical)

  • Transcription Software Proficiency: Expert-level knowledge of professional transcription software (e.g., Express Scribe, Trint, Descript) and foot pedal operation.
  • Exceptional Language Skills: Flawless command of the English language, including superior grammar, spelling, punctuation, and vocabulary.
  • Fast and Accurate Typing: A high words-per-minute (WPM) count with an extremely low error rate is essential for quality checks and minor edits.
  • Audio/Video File Acumen: Familiarity with various audio and video file formats (e.g., MP3, WAV, MP4, MOV) and basic troubleshooting of playback issues.
  • MS Office / Google Suite: High proficiency in spreadsheet software (Excel, Google Sheets) for tracking, reporting, and scheduling, as well as word processing applications.
  • Project Management Tools: Experience using project management and collaboration platforms like Asana, Trello, Jira, or Monday.com to manage workflows.

Soft Skills

  • Meticulous Attention to Detail: An unwavering eye for detail to catch even the smallest errors in grammar, formatting, or context during quality assurance.
  • Superb Organizational & Time Management Skills: The ability to juggle multiple projects, prioritize urgent tasks, and manage deadlines effectively in a high-pressure environment.
  • Clear and Professional Communication: Excellent written and verbal communication skills for liaising with transcribers, clients, and internal teams.
  • Problem-Solving Ability: A proactive and resourceful approach to identifying issues, analyzing root causes, and implementing effective solutions.
  • Leadership and Mentoring: The capacity to lead, motivate, and provide constructive feedback to a diverse team of remote and in-house professionals.
  • Adaptability: Flexibility to adapt to changing priorities, new technologies, and evolving client requirements.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent. A certificate in transcription or a related field is a strong asset.

Preferred Education:

  • Associate's or Bachelor's degree.

Relevant Fields of Study:

  • English, Journalism, Communications
  • Business Administration, Project Management

Experience Requirements

Typical Experience Range: 3-5 years

Preferred:

  • At least 3 years of hands-on experience in a professional transcription role, with at least 1-2 years involving quality assurance, team lead, or coordination responsibilities. Demonstrable experience managing workflows and coordinating with multiple team members is highly valued.
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