Production Coordinator

The Role We’re seeking a highly organized and detail-oriented Post Production Coordinator to join our Production team. Working closely with the Post Production Producer, you’ll support all facets of post production across multiple clients—from editorial and finishing to versioning, translation, trafficking, and final delivery. You’ll help keep projects moving, assets organized, and teams aligned so every deliverable reaches the right destination, on time and to specification. This role is ideal for someone early in their career who thrives in a fast-paced creative environment and wants to deepen their understanding of agency post production and multicultural content. What You’ll Do ● Support the Post Production Producer with project schedules, status updates, production documentation, and day-to-day coordination across multiple client projects. ● Coordinate voiceover recording sessions with talent agencies, recording studios, voiceover talent, language coaches, and internal teams, including scheduling, session logistics, and follow-up on audio deliverables. ● Assist with SAG-AFTRA talent and non-union talent administration, including talent contract requests, talent estimate request forms, session reports, completion reports, and related documentation. ● Maintain accurate talent records and assist with tracking usage terms, expiration dates, renewals, and associated talent costs. ● Support production budgeting and administration, including vendor estimates, talent estimates, purchase orders (POs), invoices, and project expense tracking. ● Coordinate with editors, motion designers, audio teams, and external post-production vendors to track assets, revisions, schedules, and finishing milestones. ● Maintain deliverable matrices and version trackers covering different formats, cutdowns, languages, graphics, legal copy, and platform requirements. ● Coordinate translation and localization workflows with language partners and internal reviewers, including scripts, voiceover, subtitles, captions, and on-screen text; track approvals and implementation. ● Organize review links, consolidate feedback, and track creative, client, and legal approvals to ensure teams are working from the correct versions. ● Support quality control (QC) by reviewing picture, sound, runtimes, captions, graphics, spelling, approved copy, file naming, and technical specifications; flag discrepancies for resolution. ● Assist trafficking and final delivery of approved assets to media partners, broadcasters, digital platforms, and client teams, ensuring deadlines and delivery requirements are met. ● Provide basic hands-on editing and asset preparation support as needed, including simple cuts, revisions, resizing, and formatting for various platforms. ● Maintain organized project folders, source files, final masters, production documentation, and archives to support efficient workflows and project closeout. What You’ll Bring Education and Experience ● 1–3 years of relevant experience in post production, production coordination, or creative project support; internships and equivalent hands-on experience will be considered. ● A degree in film, media, communications, or a related field, or equivalent practical experience. ● Basic understanding of editorial, graphics, color, audio, finishing, and delivery workflows. Skills and Abilities ● Strong organization and attention to detail, with the ability to track multiple projects, versions, and deadlines. ● Clear written and verbal communication and a collaborative approach to working with creative teams, account teams, and vendors. ● Comfort using spreadsheets, project trackers, review platforms, and shared asset systems. ● Familiarity with video formats, codecs, resolutions, aspect ratios, frame rates, captions, and file naming conventions. ● Familiarity with AI-assisted tools for transcription, captioning, translation, audio cleanup, and other post production tasks, with careful review for accuracy and quality. ● Ability to follow specifications, identify discrepancies, and flag questions or scheduling risks promptly. ● A proactive, dependable approach and willingness to learn new tools and workflows. Required Qualifications ● Strong organizational skills, attention to detail, and ability to manage multiple projects, deadlines, and deliverables simultaneously. ● Clear written and verbal communication skills, with a collaborative approach to working with producers, account teams, creative teams, talent agencies, recording studios, and vendors. ● Experience supporting production or post-production workflows, including scheduling, tracking deliverables, maintaining project documentation, and coordinating with internal and external partners. ● Comfortable working with spreadsheets, production trackers, project management tools, and shared asset systems. ● Ability to assist with production administration, including talent paperwork, contracts, estimates, purchase orders (POs), session reports, and completion reports. ● Basic understanding of voiceover recording, talent coordination, and post-production workflows. ● Working knowledge of video editing software, such as Adobe Premiere Pro, with the ability to assist with basic editing tasks, revisions, and asset preparation when needed. ● Basic familiarity with video and audio formats, file specifications, naming conventions, and digital delivery requirements. ● Ability to follow instructions, identify discrepancies, proactively flag scheduling or production issues, and follow through on assigned tasks. ● A proactive, dependable, and flexible approach, with a willingness to learn new tools and production processes. Preferred Qualifications ● Experience supporting advertising, branded content, or social media campaigns in an agency or production environment. ● Familiarity with SAG-AFTRA talent procedures and documentation, including talent contract requests, estimate requests, session reports, and completion reports. ● Experience coordinating voiceover recording sessions, including scheduling talent, language coaches, recording studios, and other vendors. ● Experience supporting multilingual production, translation, localization, or adaptation workflows. ● Basic hands-on editing experience with Adobe Premiere Pro or similar software, including simple cuts, revisions, resizing, and preparing assets for review or delivery. ● Familiarity with editing software, Frame.io, Adobe After Effects, and digital asset management or delivery platforms. ● Familiarity with AI-assisted tools for transcription, captioning, translation, audio cleanup, or other production and post-production tasks. ● Interest in multicultural storytelling and sensitivity to cultural and language nuances. Additional language skills, particularly Chinese, Korean, or Vietnamese, are a plus. Benefits & Perks ● Hybrid work model (three in-office days per week) ● 20 PTO days annually ● 20 paid holidays (including Thanksgiving & Christmas week) ● Birthday off ● Year-round Flex Fridays (half-day Fridays) ● Competitive health, dental, and vision coverage ● Employer-sponsored Life Insurance, Accidental Death & Dismemberment (AD&D), and Long-Term Disability (LTD) coverage ● 401(k) with company match ● Cell phone reimbursement ● Parking and commuter benefits ● Employee referral program ● Collaborative, growth-oriented team environment Company Culture ● Connectors: IW Group is a company founded with community at our core. We believe in building meaningful communities and encourage teams to connect with causes and missions that fuel their passions. ● Foodies: You will often find our teams sharing a meal. We love to explore new cultures and experiences through food and lived experiences. ● Explorers: Curiosity fuels our work. Whether it’s testing new technologies, visiting art galleries, or discovering local coffee shops, we encourage teams to follow their creative interests. The Hybrid Work Model ● Work Model: IW Group supports a hybrid work schedule. Teams are required to work in-office at least three days per week, Tuesday through Thursday. ● Work Environment: This role is based primarily in the IW Group office and may also involve working at client sites or other designated locations. ● Work Hours: Project timelines may occasionally require extended hours, including evenings or weekends. ● Travel and Events: This role may involve attending post production sessions, vendor meetings, or client events outside the office, with occasional travel as project needs require. Physical Requirements ● Engage in a variety of activities, from sitting and using your hands to talking, hearing, standing, walking, and occasionally stooping or kneeling. ● Vision abilities required include close vision. Equal Employment Opportunity IW Group is committed to providing a safe, inclusive, and respectful work environment. IW Group provides equal employment opportunities for all employees and applicants without regard to race, color, religion, gender, gender identification and expression, national origin, marital status, age, disability, genetic information, military status, sexual orientation, or any other protected characteristic established by local, state, or federal law. NOTE: This job description is not intended to be a comprehensive list of all duties or responsibilities. Roles and responsibilities may change at any time, with or without notice. Reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of the role.