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Key Responsibilities and Required Skills for TV Production Coordinator

💰 $45,000 - $75,000

MediaProductionTelevisionEntertainmentCoordination

🎯 Role Definition

The TV Production Coordinator is the organizational backbone and central nervous system of any television production. This role serves as the primary logistical and administrative hub, ensuring seamless communication and operational efficiency between all departments, from pre-production through wrap. A successful Production Coordinator is a master of multitasking and problem-solving, adept at managing schedules, resources, and personnel to keep the production on time and within budget. They are the go-to person for the cast and crew, providing critical support to Production Managers and Producers while anticipating needs and proactively clearing obstacles before they become problems.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Production Assistant (PA)
  • Production Secretary
  • Office Assistant in a production company

Advancement To:

  • Production Manager
  • Associate Producer
  • Line Producer

Lateral Moves:

  • Post-Production Coordinator
  • Casting Coordinator
  • Art Department Coordinator

Core Responsibilities

Primary Functions

  • Develop, update, and distribute comprehensive production schedules, call sheets, and other critical production documents to all cast and crew.
  • Meticulously coordinate and book all travel arrangements, including flights, ground transportation, and accommodations for cast, crew, and executives.
  • Serve as the main point of contact for the production, fielding inquiries and disseminating information accurately between departments, from camera and art to post-production and network executives.
  • Manage the onboarding process for all crew members, ensuring all start paperwork, contracts, deal memos, and NDAs are completed and filed correctly.
  • Procure and manage production resources, including the sourcing and booking of filming equipment, vehicles, and location services from various vendors.
  • Oversee the day-to-day operations of the production office, ensuring it is fully stocked, organized, and functions as an efficient command center.
  • Track production expenditures meticulously, managing petty cash, processing purchase orders, and reconciling credit card statements for the Production Manager's review.
  • Generate and distribute daily production reports (DPRs), script notes, and other progress reports to key stakeholders to keep them informed of the shoot's status.
  • Liaise with legal and clearance departments to secure necessary permits, location agreements, and releases for cast, materials, and music.
  • Supervise and delegate tasks to Production Assistants, providing mentorship and ensuring their duties are completed effectively to support the production's needs.
  • Coordinate logistics for on-set and off-set activities, including arranging catering, managing green room setups, and organizing transportation for talent.
  • Facilitate the timely distribution of scripts and all subsequent revisions to the relevant cast, crew, and production staff.
  • Act as a key liaison with talent agents and managers to coordinate actor schedules, travel, and on-set requirements.
  • Ensure strict adherence to health and safety protocols on set and within the production office, staying current with union and industry guidelines.
  • Assist the Production Manager and Line Producer with budget tracking, cost reporting, and forecasting potential overages.
  • Manage the acquisition and tracking of production insurance certificates (COIs) from vendors, locations, and equipment rental houses.
  • Coordinate with the post-production department to ensure a smooth transition of assets, schedules, and information from production to post.
  • Organize and maintain a comprehensive digital and physical filing system for all production-related documents for easy retrieval and archival.
  • Troubleshoot a wide range of logistical and administrative issues as they arise, demonstrating resourcefulness and a calm-under-pressure demeanor.
  • Assist in the production wrap-out process, which includes returning all rented equipment, closing out vendor accounts, and archiving all final paperwork.
  • Maintain and update contact lists, distribution groups, and other essential communication databases for the entire production.

Secondary Functions

  • Support other departments, such as the Art or Wardrobe departments, with administrative or logistical tasks during peak periods.
  • Assist in planning and executing production-related events, such as table reads, wrap parties, or crew screenings.
  • Maintain a positive and collaborative atmosphere within the production office and on set, acting as a key culture carrier for the team.
  • Onboard and train new Production Assistants or office interns, showing them the ropes of the production environment.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficiency in industry-standard scheduling software (e.g., Movie Magic Scheduling, Scenechronize).
  • Competency in production budgeting software (e.g., Movie Magic Budgeting, Showbiz Budgeting).
  • Advanced knowledge of the Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace (Docs, Sheets, Drive).
  • Experience creating and distributing industry-standard call sheets and production reports.
  • Familiarity with processing purchase orders, check requests, and expense reports.
  • Working knowledge of union regulations and paperwork (SAG-AFTRA, DGA, IATSE).
  • Skill in managing travel and accommodation booking platforms.
  • Ability to quickly learn and adapt to new production management and communication software (e.g., Slack, Asana).
  • Strong document management skills, both for physical and cloud-based digital asset systems.
  • Basic understanding of the technical and creative aspects of television production from pre-production to post-production.
  • Experience in securing Certificates of Insurance (COIs) and handling basic legal paperwork like releases and NDAs.

Soft Skills

  • Exceptional organizational and time-management abilities, with a keen eye for detail.
  • Superior verbal and written communication skills; ability to be clear, concise, and professional.
  • Proactive problem-solving skills and the ability to think on your feet in a fast-paced environment.
  • Strong interpersonal skills and the ability to build and maintain relationships with diverse personalities.
  • High level of adaptability and flexibility to handle last-minute changes and unexpected challenges.
  • Ability to multitask effectively and prioritize competing demands without sacrificing quality.
  • Discretion and diplomacy when handling confidential information and sensitive situations.
  • A resourceful and can-do attitude, always looking for a solution.
  • Leadership potential with the ability to delegate tasks and mentor junior staff.
  • Unflappable demeanor and grace under pressure.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent. Practical, hands-on experience is often valued more than formal education.

Preferred Education:

  • Bachelor's Degree from an accredited college or university.

Relevant Fields of Study:

  • Film or Television Production
  • Communications
  • Media Studies
  • Business Administration

Experience Requirements

Typical Experience Range:

  • 2-5 years of experience in a production environment, typically starting as a Production Assistant and working up.

Preferred:

  • Experience as a Production Coordinator on at least one full television series, feature film, or major commercial project.
  • On-set production experience is highly desirable.
  • Proven experience managing a busy production office and supporting a Production Manager directly.
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