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gig coordinator

title: "Job Specification: The Dynamic Role of a Gig Coordinator"
salary: $45,000 - $65,000 annually (Note: Varies by industry, location, and company size)
categories: [Operations, Talent Management, Human Resources, Project Coordination]
description: "Explore the complete job specification for a Gig Coordinator, detailing the core responsibilities, essential skills, and career pathways for the professional who serves as the logistical backbone of the freelance and gig economy. This is a profile of the role, not a live job opening."

🎯 Role Definition

A Gig Coordinator is the central hub and primary point of contact for an organization's network of freelance, contract, or "gig" workers. This role is a dynamic blend of talent management, logistics, scheduling, and communication, ensuring that the right talent is in the right place at the right time. You are the ultimate problem-solver and relationship-builder, responsible for the entire lifecycle of a gig engagement—from initial outreach and onboarding to scheduling, troubleshooting, and final payment. Success in this position means ensuring a seamless, positive experience for both the freelance talent and the internal teams or clients they support, directly impacting project success and talent retention in the fast-paced gig economy.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Coordinator
  • HR Assistant or Recruiter
  • Event Coordinator or Assistant
  • Junior Project Coordinator

Advancement To:

  • Senior Gig Coordinator or Talent Lead
  • Talent Manager or Freelance Program Manager
  • Operations Manager
  • Project Manager or Producer

Lateral Moves:

  • Talent Acquisition Specialist / Recruiter
  • Client Services or Account Coordinator
  • Event Planner / Manager
  • People Operations Generalist

Core Responsibilities

Primary Functions

  • Act as the main day-to-day liaison for a diverse pool of independent contractors, providing exceptional support and building strong, lasting professional relationships.
  • Masterfully orchestrate and manage complex schedules for freelance talent, ensuring seamless alignment with project deadlines, client needs, and event timelines.
  • Manage the end-to-end freelancer lifecycle, from sourcing and screening potential candidates to vetting their skills and suitability for specific projects.
  • Facilitate a smooth, comprehensive, and welcoming onboarding process for new gig workers, including orientation on company culture, project expectations, and payment systems.
  • Prepare, distribute, and meticulously track freelance contracts, statements of work (SOWs), and non-disclosure agreements (NDAs), ensuring full compliance and timely completion.
  • Proactively communicate all critical project details, updates, and logistical information to freelancers, ensuring they are fully prepared and informed for their assignments.
  • Serve as the first line of defense for troubleshooting, swiftly and professionally resolving any issues that arise before, during, or after a gig, such as scheduling conflicts or technical problems.
  • Diligently maintain and update the freelancer database or talent management system, ensuring all contact information, availability, skills, and performance feedback are accurate and current.
  • Coordinate and process freelancer payments, invoices, and expense reports in collaboration with the finance or accounting department, ensuring accuracy and timeliness.
  • Gather, consolidate, and relay constructive feedback between clients, internal teams, and freelancers to foster continuous improvement and recognize outstanding performance.
  • Book and manage all necessary travel, accommodation, and logistical requirements for freelancers engaged in off-site or travel-intensive projects.
  • Ensure all gig worker engagements are compliant with local labor laws, company policies, and contractual obligations.
  • Develop and nurture a vibrant community among the freelancer pool through regular check-ins, newsletters, and engagement initiatives.
  • Match freelancer skills, experience, and personality with the unique requirements of incoming projects and client requests to ensure optimal project outcomes.
  • Confirm gig worker availability for upcoming projects and maintain a real-time understanding of the talent pipeline's capacity.

Secondary Functions

  • Analyze data and generate regular reports on key freelancer metrics, such as talent utilization, gig fulfillment rates, cost-per-gig, and retention statistics.
  • Actively participate in the continuous improvement of freelancer management processes, tools, and documentation to enhance efficiency and the talent experience.
  • Collaborate with the talent acquisition and legal teams to refine freelancer contracts, onboarding materials, and policy guidelines.
  • Assist in forecasting future talent needs based on project pipelines and business growth projections.
  • Contribute to the development and maintenance of training materials and best-practice guides for the freelance community.

Required Skills & Competencies

Hard Skills (Technical)

  • Project Management Software Proficiency: Hands-on experience with tools like Asana, Trello, Monday.com, or Jira to track tasks and project progress.
  • Freelancer/Talent Management Systems (FMS/ATS): Familiarity with platforms designed to manage contractors and applicants, such as Upwork, Fiverr, or specific industry tools.
  • Office Suite Expertise: High proficiency in Google Workspace (Docs, Sheets, Calendar) and/or Microsoft Office Suite (Word, Excel, Outlook), especially with calendar management and spreadsheets.
  • Communication Platforms: Comfortable using communication tools like Slack, Microsoft Teams, and Zoom for rapid and effective correspondence.
  • Contract Management: Basic understanding of handling contracts, SOWs, and NDAs, ensuring details are accurate and filed correctly.
  • Data Entry & Database Management: Meticulous and accurate data entry skills for maintaining a clean and reliable talent database.

Soft Skills

  • Exceptional Organization & Time Management: The ability to juggle numerous requests, conflicting schedules, and tight deadlines without sacrificing quality.
  • Stellar Communication: Clear, concise, and empathetic communication skills, both written and verbal, tailored to a diverse audience.
  • Problem-Solving Under Pressure: A calm and resourceful approach to tackling unexpected challenges and finding effective solutions on the fly.
  • High Emotional Intelligence & Interpersonal Skills: The capacity to build rapport, trust, and strong relationships with a wide range of personalities.
  • Adaptability & Flexibility: Thrives in a fast-paced, ever-changing environment and can pivot priorities with ease.
  • Extreme Attention to Detail: A meticulous nature that ensures no detail, from a calendar invite to a contract clause, is overlooked.
  • Proactive & Takes Initiative: An ability to anticipate needs and act on them without waiting for instruction.

Education & Experience

Educational Background

Minimum Education:

  • Associate's Degree or equivalent practical experience in a relevant field.

Preferred Education:

  • Bachelor's Degree.

Relevant Fields of Study:

  • Business Administration
  • Human Resources
  • Communications or Public Relations
  • Hospitality or Event Management

Experience Requirements

Typical Experience Range:

  • 2-4 years of experience in a coordination, administrative, talent, or operations-focused role.

Preferred:

  • Direct experience working with freelancers, contractors, or talent in a gig-based business model is highly advantageous. Experience in a startup, agency, or production environment is also a strong plus.
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