Position Summary

Reporting to the Executive Producer, the Production Coordinator is responsible for all operational tasks relating to the acquisition, organization, tracking, duplication, conversion, and delivery of moving images at the highest technical and creative quality.  The department works alongside the Creative, Production and Technology teams to manage data/digital workflows accurately and efficiently.

The Production Coordinator is responsible for assisting the Producers, the Managing Director and the CEO in the coordination and control of productions. From planning and scheduling of facility resources, scheduling and liaising with the client when necessary throughout the process, the key role is to support the Production department in the timely and successful delivery of multiple print, digital & TVC projects simultaneously. Working directly with the Producers, HOP and the Executive Producer you will be involved in the project right from the bidding stage where you will plan out any necessary research, contact suppliers and freelancers, be involved in key client calls to take minutes and action points and ensure the successful follow up to keep production moving efficiently.

You will assist the Head of Production, the Executive Producer and the Managing Director in the fluid running of the production department, infrastructure and communications, including arranging company update meetings, weekly Sales production meeting, monthly project updates, minute taking, updating the ‘Producer Manual’, recording action points and doing follow ups.

You will also produce smaller scale projects on your own and under the guidance of a Senior Producer, HOP or EP. You will manage and coordinate the team, ensure that your projects are profitable with keeping running actuals, deliver on-time and be the main point of contact for the clients.

Main Aspects of Role

• Assist Producers in producing projects from pre-production to post-production and delivery

• Overseeing department workflow to ensure that jobs are delivered within budget, on time and to agreed artistic and technical standards

• Diary management and scheduling of multiple projects

• Responsible for effective handover to marketing & keeping the marketing projects list up to date, including the request for final artwork for TJ’s image library and campaign launch dates

• Support Executive Producer and Producers in all infrastructure and internal communications for the Production department including Sales meetings, as well as updating Salesforce to reflect the notes taken during the meetings. weekly, monthly and project update meetings

• Ensure all knowledge gained from weekly/monthly meetings for production, sales and marketing is shared back to London team and other relevant members of staff to ensure we are using both offices pools of knowledge & processes.

• Regularly reviewing the ‘Producer Manual’ updating all processes and procedures, with step by step guide, screen grabs and appendix of examples. 

• From time to time you will also assist other departments in adhoc tasks.

• Research, book and hold freelance talent for all departments. Continue to find new talent and maintain records of availability. Understanding each artists role and talent is key in producing successfully.

• Enter approved freelancer invoices in QuickBooks

•  Reconcile/ audit shoot wrap books

Job Qualifications

• Bachelor’s degree, preferably in art or film studies

• At least 3 years of experience in the advertising or film industry.  A combination of education and work experience can be substituted.

• Demonstrated knowledge of and interest in high-end post-production

• Very strong working knowledge of hardware systems and digital video setups such as VTR’s, servers, patch bays, and routers

• Knowledge of software systems such as Flame/Smoke, Nuke, Backdraft, as well as Mac OS X, Linux and Windows

• Knowledge of codecs and file types

• An understanding and knowledge of “Broadcast and Delivery” standards and relevant documentation, as pertains to both tape and digital delivery in all formats

• Knowledge of encoding and performing R&D

• Knowledge of Adobe Creative Suite, Media Encoder, and video compression techniques

• Strong problem-solving skills

• Organized with the ability to prioritize workload

• Very good attention to detail and Quality Control

• Confident, with great communication skills (written and verbal) at all operational and organizational levels

• Ability to work under pressure to meet delivery deadlines

Supervision

• Exercised: None

• Received: Executive Producer and Head of Producer

Job Relationships

• Internal: Supports and liaises with all departments

• External: London IT

Job Duties (* denotes an “essential function”)

• *Upload materials onto the server.  Ensure files are all named correctly and filed in the correct locations

•  *QC all inbound and outbound materials.

•  *Post work in progress for client review

•  *Manage content on Wire Drive

•  Support Production team as needed

• Assist with various support tasks, such as covering reception when necessary and run errands.

• *Support Head of Systems in maintaining equipment and software.

Project Management

• Assist the Producers in controlling and delivering a varied portfolio of concurrent productions including CGI, photography, post-production work for print and animation. These projects will encompass a wide range of scope, phases and clients. This may require staying late for the Producers and/or projects other than your own to post WIPs or Finals, oversee the artists or to order food & lock-up.

• Help the Producers manage multiple productions through the full life cycle, making sure that services are delivered on time and meet the premium quality standards Taylor James is renowned for.

•  Maintain job actuals and pre-actuals with the producer in charge of the specific job.
  
  
  
  Production Management

• Work with the Production team to update and manage the overall production schedule, ensuring that the requirements of the whole production team are considered.

• Support the Executive Producer in the fluid running of the production department, including all infrastructure and internal communications to ensure it is at its most effective at all times including various weekly meetings, taking minutes, and undertaking thorough follow up. Ensure all knowledge is shared between London and NY.

• Contribute to the review of existing production management processes including handover systems between operators. Put forward methods for improving existing processes where appropriate.

• Ability to assist other TJ artists with resourcing and tasks when their project manager is not there.

• Aid the Producers in finding, researching, and hiring freelance talent. Keep the list of our freelance pool up to date, including their upcoming booking and hold details.

• Aid in holding and booking freelancers, negotiating rates, bookings, and seat placement in the office.

• Contact IT each time a new freelancer starts and needs a log in and/or an email. As well as if licensing issues arise.

• Organize and maintain the Production calendar in Outlook with upcoming meetings.

• Organize catering and provide hospitality during agency and client visits.

Financial Management

• To carefully manage both the time and material costs incurred throughout a project – to maximize job profitability and ensure that overruns are covered through gaining additional budgets where appropriate.

• Effective negotiation of commercial, financial and contractual arrangements where required; managing and developing relationships with external suppliers/resources and outsourcing.

• Oversee all staff timesheet distribution, collection, and logging, as well as entering into the Job Actuals; collect all freelance invoices and add into the PO log.

Staff Management

• Be a proactive team player to help Project Managers to drive projects from concept to closure, ensuring that standard processes and procedures are followed.

• Keep lines of communication open and keep staff and production updated on work status on a daily basis.

• Liaising among different departments motivating a team of operators.

• To absorb the anxieties of those around you and keep projects moving forward

• Provide accurate verbal and written feedback and instructions to all involved in the project.

• Help the Producer when scheduling to make sure individuals are strategically appointed on specific projects to develop their skillsets and achieve objectives set in appraisals

New Business

• Use Salesforce to input and update bids and projects, and to monitor the development of any project throughout its lifecycle.

• Aid the EP in the start of the bid, help gather timings from artists and start to fill out the bid forms

Working Condition: Office Environment