The Production Coordinator will report directly to the Director of Production and Upper Management when Director of Production is unavailable.
JOB OVERVIEW AND PURPOSE:
The Production Coordinator supports the production team in the execution of high-quality imagery and content that aligns with client objectives while elevating the client’s brand presence. This role is highly collaborative and detail-oriented, balancing project coordination, scheduling, logistics, client communication, and cross-functional support throughout all phases of production.
In addition to supporting pre-production and onsite execution, the Production Coordinator plays an important role in delivering an elevated client experience on set by helping ensure productions run smoothly, efficiently, and professionally. This includes supporting onsite hospitality and client needs, maintaining clear communication between teams, assisting with real-time production adjustments, and helping create a welcoming, organized environment for clients, talent, and crew.
The ideal candidate is proactive, adaptable, and solutions-oriented, with the ability to manage multiple priorities while serving as a key liaison between internal teams, creative partners, vendors, and clients from planning through final delivery.
JOB LOCATION AND HOURS:
The location of this position is required to be in office at our studio location in Leola, PA during normal working hours Monday through Friday from 8:00am to 5:00pm with a one-hour lunch. Additional hours and days may be required on an occasional basis pending workload and individual productions.
FLSA CLASSIFICATION:
This is an exempt position and not eligible for overtime under the FLSA guidelines.
RESPONSIBILITIES AND DUTIES:
- Support all team producers with pre-production, production and post-production management on assigned jobs.
- Facilitate communication and corporation between staff, customers, independent crew and third-party vendors.
- Assist team members as needed including in production meetings, kicking off jobs, and meeting deadlines and expectations to ensure that each job is profitable to the company and within the specified budget.
- Enable project team success by proactively identifying risks, resolving external dependencies, and implementing thoughtful solutions to maintain production timelines, client confidence, and overall project success.
- Coordinate and prepare client, crew, and vendor areas for productions while serving as an on-site liaison for customer needs and requests to ensure a seamless, professional, and welcoming studio experience.
- Proactively support a high-touch client experience throughout all phases of production by ensuring customers feel comfortable, informed, attended to, and confident while on site.
- Partner with Producers and Account Managers in advance of client arrival to communicate expectations, coordinate hospitality logistics, and execute any special requests or accommodations.
- Anticipate production, operational, or client experience challenges before they arise and collaborate with internal teams to implement timely and effective solutions that keep productions running smoothly.
- Assist with maintaining project budgets and documenting properly through current studio processes.
- Under direction of Producer and/or Director, lead select projects from start to finish.
- Administrative and office management support as needed.
- Work with and maintain project management software.
- Submit receipts and complete Expensify reports, detailing all monthly department spending.
- Make recommendations that will improve quality, creativity, efficiency, and profitability of our deliverables.
- Practices self-development; Demonstrates ongoing learning and self-development.
- Attentive to detail, take initiative, and demonstrate flexibility.
- Perform other related duties as assigned.
TC Shadowlight’s objective and goal is to work together to achieve success while preserving passion and creativity for what we do. With that being said, the duties and responsibilities described above are not a comprehensive list and additional tasks may be assigned to the employee in certain circumstances. The scope of this position may change as needed at any time to comply with business demands.
COMPETENCIES
- Ability to continuously engage in department needs while maintaining productivity
- Ability to stay organized, attention to detail, and maintain the upmost professionalism while face to face with our customers
- Strong client service mindset with the ability to anticipate needs and maintain a calm, solutions-oriented presence in fast-paced production environments
- Ability to balance hospitality, professionalism, and operational efficiency while supporting clients, crew, and internal stakeholders
- Ability to proactively identify potential issues and implement effective solutions with minimal supervision
- Knowledge of correct English usage, spelling, and punctuation
- Ability to skillfully operate computers; possess skilled typing ability and accuracy as well as knowledge of personal computers, hardware, software, and related applications and systems
- Ability to follow complex instructions
- Ability to maintain composure during stressful situations occurring due to workloads and/or deadlines
- Ability to communicate effectively
- Ability to determine work priorities
- Ability to work well in a team environment as well as independently
- Ability to work in a low-light setting at times
MINIMUM QUALIFICATIONS
- Minimum education: High School Diploma or equivalent
- Knowledge of and or/experience in professional studio setting with willingness to learn
- Must have outstanding verbal and written communication skills
- Conscientious work habits and superior attention to detail
- Excellent interpersonal skills
- Excellent organizational skills
- Excellent project/time management skills
PHYSICAL DEMANDS
The physical demands described below must be met to successfully perform the essential functions of this job.
- Dexterity is mandatory as this job requires frequent use of hands and fingers
- Will be required to walk, reach with hands and arms, push items overhead, occasionally stoop, kneel, or crouch.
- Will be required to talk, hear, and see
- Ability to lift and move up to 15lbs
- Ability to climb stairs/ladders
- Ability to lift items weighing approximately 50lbs independently or with assistance
- Ability to perform basic math calculations
- Ability to work under pressure to meet strict deadlines
- Ability to differentiate between colors
- Ability to operate general office equipment (fax machine, photocopier, computer printer) stationed between 3 & 4 feet high
- Ability to sit or stand for long periods of time
- Ability to comprehend and apply complex information
- Maintain attendance according to company policy
