Production Resource Coordinator

Job description

Toxmedia is seeking a highly organized, detail-oriented Production Resource Coordinator to join our growing team. The Production Resource Coordinator will support the day-to-day in supporting the scheduling, coordination, and administration of production and post-production resources across two sister companies:

Picture Post – A cutting-edge television post-production facility.
Video Gear – A production crew and equipment service.

The coordinator will serve as the connective link between creatives, clients, and operations, ensuring seamless project execution from brief to final delivery.


Key Duties and Responsibilities

Post Production Coordination (Picture Post)

• Schedule and manage workloads for video editors, media managers, graphic designers, and audio engineers based on incoming briefs.
• Allocate post-production talent (internal and freelance) based on project briefs.
• Manage freelancer onboarding, scheduling, and timesheet tracking.
• Liaise with external clients to communicate timelines, gather feedback, and provide project updates.
• Collaborate with the content production team and Creative Director to ensure creative and technical requirements are met and delivered on time.
• Manage incoming briefs from internal producers and marketing teams, clarifying requirements and deadlines.
• Assist in preparing billing and invoicing information for external clients in coordination with finance/admin teams.
• Monitor resource utilization and project progression to flag capacity constraints or conflicts early.

Production Scheduling (Video Gear)

• Coordinate crew and equipment bookings for scheduled shoots.
• Serve as the primary point of contact for production teams, ensuring smooth pre-production to shoot handoffs. Maintain up-to-date records of crew schedules, equipment availability, and bookings.
• Align production logistics with post-production schedules where applicable.

Production Administration

• Maintain databases, scheduling tools, and project tracking systems.Generate reports on resource usage, project statuses, and budget tracking as required.Continuously improve workflow systems and processes in collaboration with the Production Resources Manager.
• Support the Production Resources Manager in the implementation and ongoing management of coordination tools and systems.

Minimum Qualifications, Experience and Skills Required:

• Bachelor’s degree in film production, Media Technology or related field.
• 2-3 years’ experience with television production/post-production pipelines.
• Proven experience in production coordination, preferably in a post-production or creative agency environment.
• Experience managing freelancers, coordinating timesheets, and supporting billing/invoicing.
• Understanding of both production and post production environments.
• Comfortable working with creative professionals and translating briefs into actionable schedules.
• Strong scheduling and project management skills, with the ability to juggle multiple projects and deadlines.
• Excellent communication and interpersonal skills — both client-facing and internal team- facing.
• Familiarity with media production workflows, software, and tools (e.g., Trello, Airtable, Monday.com, Frame.io, Adobe Suite knowledge is a plus).
• Detail-oriented with a proactive approach to problem-solving and workflow optimization.
• Ability to thrive in a fast-paced, collaborative, and deadline-driven environment.

Posted on 09 May 12:41, Closing date 30 Jun