Key Responsibilities and Required Skills for Video Production Coordinator

🎯 Role Definition

The Video Production Coordinator is the organizational backbone and central hub of the video production team. This role is fundamentally about logistics, planning, and communication, acting as the essential glue that connects the creative vision with the practical execution. A successful coordinator meticulously manages the entire project lifecycle, from initial concept and pre-production planning through on-set execution and post-production wrap-up. They ensure that projects are delivered on time, within budget, and to the highest quality standard by seamlessly coordinating resources, schedules, and information among all internal and external stakeholders.

📈 Career Progression

Typical Career Path

Entry Point From:

Production Assistant (PA)
Marketing Coordinator
Administrative Assistant (in a creative agency or media company)

Advancement To:

Video Producer
Creative Project Manager
Post-Production Supervisor

Lateral Moves:

Content Coordinator
Social Media Manager
Events Coordinator

Core Responsibilities

Primary Functions

Serve as the central point of contact for all production-related communications, efficiently routing information and feedback between creative teams, clients, freelancers, and internal departments to ensure project alignment.
Develop, manage, and meticulously maintain production schedules, project calendars, and content roadmaps, proactively identifying potential bottlenecks and adjusting plans to meet all deadlines.
Coordinate the full scope of logistics for video shoots, including booking and managing crew, securing locations and permits, arranging talent, and managing equipment rentals and transport.
Create, distribute, and track essential production documents such as call sheets, production binders, scripts, storyboards, and talent/location release forms, ensuring all participants are fully informed and compliant.
Assist producers with budget management by tracking project expenses, processing invoices, reconciling costs against the budget, and generating financial reports to ensure projects remain within financial scope.
Manage the entire digital asset lifecycle, including ingesting raw footage, organizing project files using established naming conventions, and maintaining a systematic media archive for easy retrieval and future use.
Facilitate the post-production workflow by scheduling editors and artists, coordinating review and approval sessions with stakeholders, and tracking progress on edits, graphics, and sound mixing.
Oversee the procurement of all necessary production supplies, from craft services for shoots to hard drives for data storage, ensuring the team is well-equipped for success.
Conduct thorough quality control checks on all video deliverables to ensure they meet technical specifications, brand guidelines, and creative expectations before final delivery.
Act as the primary liaison with external vendors, including rental houses, post-production facilities, and freelance crew, negotiating rates and ensuring timely delivery of services.
Prepare and manage talent and crew agreements, contracts, and NDAs, ensuring all legal and administrative paperwork is completed accurately and filed appropriately.
Take detailed, actionable notes during key production meetings, creative reviews, and client calls, and distribute summaries to ensure all team members are aligned on next steps.
Coordinate and schedule casting calls and auditions, and maintain a database of actors, voice-over artists, and other freelance talent.
Support producers in scouting and securing appropriate locations for shoots, which includes conducting initial research, capturing photos/videos, and handling logistical inquiries.
Manage the shipping and receiving of equipment, props, and other assets to and from shoot locations, ensuring everything arrives safely and on time.
Assist in the final delivery process by exporting, compressing, and uploading final video files to various platforms according to their specific technical requirements.
Maintain and update all production-related databases and tracking documents, providing clear visibility into the status of multiple concurrent projects.
Support the on-set production team in a variety of capacities, helping to ensure the shoot day runs smoothly and efficiently.
Research and vet new potential freelance crew members, vendors, and technology solutions to continually improve the production department's capabilities and efficiency.
Handle administrative tasks for the production department, including team travel arrangements, expense report processing, and meeting scheduling.
Organize and manage the media review and approval process, utilizing platforms like Frame.io to gather and consolidate feedback from all stakeholders in a clear and organized manner.

Secondary Functions

Assist in sourcing and researching stock footage, music, and other third-party assets to supplement original content and meet creative needs.
Contribute to creative brainstorming sessions, offering logistical insights, fresh perspectives, and new ideas for video concepts and execution.
Support the marketing and social media teams by providing video cutdowns, thumbnails, captions, and other assets tailored for different digital platforms.
Stay current with industry trends, new production technologies, and emerging software to recommend process improvements and keep the team's workflow modern and efficient.

Required Skills & Competencies

Hard Skills (Technical)

Project Management Software: High proficiency with tools like Asana, Trello, Monday.com, or Frame.io to build timelines, track tasks, and manage workflows.
Adobe Creative Suite: A strong working knowledge of the Adobe ecosystem, particularly Premiere Pro for basic editing/logging and an understanding of After Effects and Media Encoder workflows.
Office & Productivity Suites: Mastery of Google Workspace (Docs, Sheets, Slides, Drive) and/or Microsoft Office Suite (Word, Excel, PowerPoint) for scheduling, budgeting, and reporting.
Digital Asset Management (DAM): Experience with DAM systems and best practices for file organization, metadata tagging, and systematic archival of media.
Video & Codec Knowledge: A solid understanding of video formats, codecs, aspect ratios, and delivery specifications for various platforms (e.g., YouTube, Instagram, broadcast).
Production Logistics: Demonstrable knowledge of the process for booking crew, renting equipment, securing insurance, and obtaining location permits.
Budgeting & Tracking: Competency in creating and maintaining spreadsheets to track expenses, process invoices, and assist with budget reconciliation.
Basic Camera & Audio Familiarity: A foundational understanding of professional camera, lighting, and audio equipment to facilitate effective communication with technical crews.

Soft Skills

Extreme Organization: World-class organizational and time-management skills, with a proven ability to juggle multiple complex projects simultaneously in a fast-paced environment without missing details.
Resourceful Problem-Solving: A proactive and resourceful approach to problem-solving, with the ability to think on your feet, anticipate needs, and resolve logistical challenges calmly and effectively.
Flawless Communication: Superior verbal and written communication skills, with a talent for conveying information clearly, concisely, and professionally to a wide range of personalities.
Meticulous Attention to Detail: An unwavering focus on accuracy in every aspect of the role, from call sheet times to budget line items and file naming conventions.
Collaborative Spirit: Strong interpersonal skills and a positive, can-do attitude, with the ability to build rapport and work effectively with diverse teams, from on-screen talent to executive stakeholders.
Adaptability & Grace Under Pressure: The capacity to remain flexible, composed, and effective when faced with last-minute changes, tight deadlines, and unexpected on-set issues.
Proactivity & Ownership: A self-starting mentality with a strong sense of ownership, consistently looking for ways to improve processes and support the team without waiting to be asked.

Education & Experience

Educational Background

Minimum Education:

Associate's or Bachelor's degree, or equivalent professional experience in a related field.

Preferred Education:

Bachelor's degree in a relevant field of study.

Relevant Fields of Study:

Film/Television Production
Communications or Media Studies
Project Management
Marketing

Experience Requirements

Typical Experience Range:

2-4 years of experience in a coordination or support role within a video production company, advertising agency, or an in-house corporate creative department.

Preferred:

Experience that includes direct, hands-on involvement in both pre-production planning (scheduling, booking) and post-production workflow management (coordinating edits, reviews). Experience working on a variety of project types, such as commercials, social content, and internal communications, is highly desirable.