Production Coordinator - Contract

We are seeking a highly organized, proactive Production Coordinator to support our production team across the full lifecycle of digital video projects. This role will help keep productions moving smoothly by coordinating logistics, managing production resources, supporting freelance and vendor relationships, and serving as a key point of contact between the production team and internal and external stakeholders.

The ideal candidate has experience working in digital and broadcast documentary video production, understands the fast-moving nature of production environments, and is comfortable managing multiple projects, timelines, and stakeholders simultaneously. This person should be resourceful, detail-oriented, communicative, and able to anticipate production needs before they become roadblocks.

• Production Planning & Coordination
• Support producers and production leads with planning and execution across multiple longform and shortform video productions.
• Coordinate production timelines, schedules, shoot logistics, crew needs, equipment, and other project requirements.
• Assist with pre-production and production logistics to ensure projects remain organized and on schedule.
• Create and maintain production trackers, schedules, call sheets, contact lists, and other production documentation within Google Drive and Airtable.
• Coordinate shoot‑day logistics and help troubleshoot scheduling, staffing, equipment, and operational needs as they arise.
• Communicate production updates, changes, deadlines, and deliverables to relevant stakeholders.
• Maintain clear and organized communication across Slack, email, Airtable, Google Drive, and other production systems.
• Help establish and maintain organized workflows, documentation, and production best practices.
• Assist with vendor and freelancer onboarding, including gathering required information, coordinating documentation, and helping vendors navigate internal processes.
• Maintain an organized roster of freelance crew, production vendors, and other production resources.
• Conduct freelance outreach based on production needs, including checking availability, gathering rates and information, and coordinating bookings.
• Help identify and source production resources and vendors for upcoming shoots.
• Maintain strong working relationships with freelancers, vendors, and production partners.

• Coordinate and book production travel, including flights, hotels, ground transportation, and itineraries for crew and production personnel.
• Maintain accurate travel details and communicate itineraries and changes to travelers and production stakeholders.
• Assist with location logistics, production bookings, and other shoot-related arrangements.

• Help oversee production gear and equipment under the Equipment Manager, including tracking inventory, availability, checkouts, returns, and maintenance needs.
• Coordinate internal gear reservations and external equipment rentals as needed.
• Ensure equipment needs are identified and addressed ahead of shoots.
• Maintain accurate equipment records and flag missing, damaged, or unavailable gear to the appropriate team members.

• Previous experience in digital video production, production coordination, or a similar role within a media, entertainment, publishing, advertising, or content organization.
• Strong understanding of digital video production workflows, including pre-production, shoots, and post-production.
• Experience coordinating production logistics, schedules, crew, vendors, or freelancers.
• Strong working knowledge of Airtable, Google Drive/Google Workspace, and Slack.
• Excellent organizational and project-management skills with strong attention to detail.
• Ability to manage multiple productions, priorities, and deadlines simultaneously.
• Strong written and verbal communication skills.
• Comfortable communicating with a wide range of stakeholders, from freelance crew and vendors to producers and internal partners.
• Resourceful and solutions-oriented, with the ability to adapt quickly when production plans change.
• Comfortable working in a fast-paced production environment where priorities may shift.
• Ability to work independently while collaborating closely with producers and the broader production team.

• Experience coordinating and booking travel and accommodations for production teams.
• Familiarity with production equipment, gear inventory, rentals, and checkout processes.
• Experience maintaining freelance crew databases or vendor rosters.
• Experience supporting multiple concurrent video productions.
• Familiarity with call sheets, production schedules, crew bookings, releases, and other standard production documentation.
• Experience building or maintaining production workflows and trackers in Airtable.

A successful Production Coordinator is someone the team can rely on to keep the details organized and the production moving. They anticipate logistical needs, communicate clearly,…