Production Coordinator

Production Coordinator

Client Overview

We are a content marketing studio specializing in award-winning brand storytelling. Clients include Netflix, HBO, Marvel, EA, People, Travel + Leisure, Vogue, Bon Appetit, CNN, Teach for America, SoFi, Lattice, Intuit, CVS, and more.

To fully embody our values, we look for and empower team members who are:
* Left & Right Brained: Combining creativity with systematic problem-solving
* Ambitious: Growth-oriented and self-directed
* Community-Driven: Building community through authenticity, inclusivity and transparency

Role Overview:

We are looking for an experienced Production Coordinator to support our Production team. If you love keeping productions organized, supporting creative teams behind the scenes, and finding ways to make processes run more efficiently, we want you on our team.

You’ll work closely with our Directors of Production, Production Managers, Senior Editors, and Chief Content Officer across 30+ video and audio projects for leading entertainment brands and Fortune 500 companies. You’ll own key administrative and operational processes, support active productions, maintain production systems and documentation, work cross-functionally across other departments, and identify opportunities to streamline workflows through better processes, AI, and emerging tools.

Primary Responsibilities

Production Coordination & Administration
* Provide administrative and operational support to the Production Department and Production Managers across active projects.
* Serve as the central intake point for recurring Production requests related to tools, access, storage, project setup, licensing, and other administrative needs; route and track requests through a consistent process.
* Facilitate internal meetings and attend client meetings as needed; capture notes, track action items, and draft follow-up communications.
* Manage the Production inbox and provide fill-in administrative support for Production Managers as needed.
* Maintain the Pod People portfolio of work on our website, including project trailers, social content, credits, and accolades.
* Maintain an up-to-date archive of top-performing content and samples for the sales team to leverage in pitch materials and sizzle reels.
Project Setup & Support
* Coordinate guest, client, and recurring project meetings for assigned projects.
* Research and book recording studios; coordinate host/guest kits and release waivers as needed.
* Support publishing workflows and QA processes to help ensure audio/video assets, metadata, and episodes are delivered accurately and on schedule.
* Own administrative setup and onboarding for new projects, including creating project folders, Airtable records, kickoff deck and production schedule templates, and other required infrastructure.
* Ensure project information is accurate and up to date across production systems.
* Coordinate Production Staffing Request forms and Contractor Request forms for assigned projects.
* Complete project wrap, archival, and other administrative closeout tasks.
* Support other project-specific administrative needs, research, and special projects as needed.
Production Systems, Tools & Documentation
* Maintain Production files, archives, trackers, databases, templates, and documentation to ensure information is accurate, organized, and accessible.
* Own the organization of the Production Google Drive and maintain shared templates and documentation.
* Maintain Airtable and other production databases, including project information, accolades, and best-of episodes.
* Audit production tools and platforms to ensure accurate usage, including user access, seats, storage, and project information; flag opportunities to improve efficiency and reduce unnecessary usage.
* Communicate process changes and keep related documentation and templates up to date.
Process Improvement & Innovation
* Take a holistic view of Production workflows to independently identify inefficiencies,
* bottlenecks, and opportunities to streamline or automate recurring processes.
* Leverage, research, and test AI and emerging technologies to improve Production
* workflows, organization, communication, and efficiency.
* Research, recommend and help implement new tools, workflows, and processes, sharing
* relevant learnings and best practices with the Production team.

Minimum Qualifications and Experience
* ​​​​​​2+ years of experience in production, coordination, project administration, or operations support; TV/film, media, entertainment, podcasting, or creative environment
* Strong organizational skills and exceptional attention to detail, with the ability to manage multiple projects, workflows, and deadlines.
* Experience managing schedules, project communications, documentation, and administrative workflows.
* Proficiency with Google Workspace and experience with project management/database tools such as Airtable, Monday.com, Asana, or similar.
* Experience organizing shared cloud-based