Studio Production Coordinator

Reports to: Producer/Director

Works Closely With: DP/Lighting Lead, Creative Assurance Lead (Vincent), Recruiting Manager (Katherine), Studio Assistants, Camera Team, Editor

Location: White Plains Creator House – On-site (full-time)

Employment Type: Full-time (Contract-to-Hire)

Role Purpose

• The Studio Production Coordinator ensures that the entire creative house runs like a professional studio — every room, prop, wardrobe, product, and person is exactly where it needs to be for production to stay on time.
• This role bridges creative operations and logistics, enabling the production crew to film continuously without administrative friction.
• They anticipate problems, prep each set before filming, and handle all on-site coordination — making sure your 10,000 sq. ft. house operates like a Hollywood backlot.

Key Responsibilities

Production Scheduling & Coordination

• Maintain the daily and weekly shoot calendar with Producer/Director.
• Confirm call times, talent arrivals, makeup readiness, and set availability each morning.
• Communicate schedule updates to the DP, Editors, and Katherine (for talent timing).
• Track progress throughout the day — mark completed scenes, flag delays, and update next setup times in real time.
• Manage all last-minute schedule changes calmly and proactively.

Set & Wardrobe Readiness

• Prepare all filming zones (studio, kitchen, gym, pool) before each shoot.
• Ensure props, wardrobe, and product samples are staged and camera-ready.
• Coordinate with the DP for lighting prep and the PA for setup assistance.
• Oversee wardrobe continuity — maintain a simple catalog for outfits used per talent/scene.
• Reset rooms immediately after each scene to keep the house filming-ready all day.

Logistics & Inventory

• Maintain inventory of all filming gear, props, product samples, and creative materials.
• Manage storage and labeling system for easy retrieval (wardrobe racks, prop bins, etc.).
• Track consumables (tape, batteries, light bulbs, cleaning supplies) and request replenishments from office procurement weekly.
• Coordinate food, beverages, and breaks for cast and crew during longer shoot days.

Talent & Guest Handling

• Greet visiting creators, guests, and brand reps; ensure they are comfortable and understand the flow.
• Coordinate with Katherine on new talent arrivals and paperwork (NDAs, releases, onboarding).
• Escort creators to their shoot zones and communicate timing updates to the Producer.

Documentation & Reporting

• Log all daily production notes: time in/out, any reshoots, issues encountered, and completed deliverables.
• Capture basic behind-the-scenes footage or photos when needed for internal use.
• Submit end-of-day reports to the Producer and Director of Operations summarizing progress and logistical notes.

Required Skills & Experience

• 3+ years experience in studio coordination, production management, or event logistics.
• Familiarity with content production (TikTok, YouTube, or film set experience preferred).
• Excellent time management and multitasking skills.
• Detail-oriented and highly organized; able to manage multiple rooms and schedules simultaneously.
• Proficient with Google Sheets/Calendar, ClickUp, or other scheduling software.
• Basic understanding of lighting, camera setups, and set dressing is a plus.
• Strong English communication skills — can speak confidently with U.S. team members and talent.

Personality & Cultural Fit

• Calm under pressure — thrives on solving problems before they escalate.
• Enjoys structure, order, and cleanliness; takes pride in keeping things running smoothly.
• Positive communicator and people-oriented; helps talent feel welcomed and comfortable.
• Works well with both creative personalities and technical crew.
• Treats the house like a professional studio — every room ready, every minute accounted for.

KPIs (First 60 Days)

• 100% of sets ready 15 minutes before the scheduled shoot time.
• Maintain zero missed scenes due to missing props, wardrobe, or unprepared space.
• Create and maintain the White Plains House Master Inventory (gear, wardrobe, props).
• Achieve a 95% on-time completion rate for all scheduled shoots.
• Establish a repeatable daily setup and reset checklist for each filming zone.

Work Environment

• Based full time in the White Plains Creator House.
• Moves constantly between rooms, coordinating lighting prep, prop setup, and set resets.
• Works closely with DP and Producer from pre-call to wrap each day.
• Oversees the Production Assistant and ensures the house remains functional and presentable throughout production hours.

Job Type: Full-time

Benefits:

• Staff meals provided

Work Location: In person