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Key Responsibilities and Required Skills for Video Coordinator

💰 $ - $

Marketing & AdvertisingMedia & CommunicationsCreative ServicesProject Management

🎯 Role Definition

The Video Coordinator is the organizational backbone of the video production team. This role is pivotal in ensuring the smooth and efficient execution of video projects from initial concept through to final delivery. By managing schedules, coordinating resources, organizing digital assets, and facilitating communication between creative and technical teams, the Video Coordinator enables the creation of high-quality video content on time and within budget. They are a master of logistics and a key player in the creative workflow, ensuring all the moving parts of a production come together seamlessly.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Production Assistant
  • Video Production Intern
  • Media Logger or Archivist
  • Junior Content Creator

Advancement To:

  • Video Producer or Associate Producer
  • Post-Production Supervisor
  • Content Manager
  • Production Manager

Lateral Moves:

  • Project Coordinator (General or Creative)
  • Social Media Coordinator
  • Digital Asset Manager

Core Responsibilities

Primary Functions

  • Coordinate all logistical aspects of video production shoots, including scheduling talent and crew, booking locations and studios, securing permits, and arranging for necessary equipment rentals.
  • Act as the central point of contact for freelance crew, vendors, and on-camera talent, handling contracts, invoices, and communication to ensure a seamless production experience.
  • Develop and maintain detailed production schedules, call sheets, and project timelines, proactively communicating updates and changes to all internal and external stakeholders.
  • Meticulously manage, organize, and archive a growing library of video assets—including raw footage, b-roll, graphics, audio files, and final edits—using a Digital Asset Management (DAM) system.
  • Oversee the media ingestion process, ensuring all footage is properly labeled, backed up, and transcoded according to the specifications of the post-production pipeline.
  • Assist video editors and producers by pulling selects, syncing audio and video, creating string-outs, and preparing project files to streamline the editing process.
  • Manage the post-production calendar, meticulously tracking project milestones, review cycles, and final delivery deadlines to keep all projects on schedule.
  • Conduct thorough quality control (QC) checks on all final video deliverables to ensure they meet technical specifications, brand guidelines, and are free of visual or audio errors.
  • Handle the final delivery and distribution of video content across various platforms (e.g., YouTube, Vimeo, social media, internal portals), ensuring files are correctly formatted and optimized.
  • Prepare and add metadata, closed captions, subtitles, and video descriptions to enhance discoverability, accessibility, and search engine optimization (SEO).
  • Support the video team with in-depth research for upcoming projects, including sourcing stock footage, music, and graphical assets that align with the creative vision.
  • Track project expenses and assist in budget management by processing invoices, reconciling costs, and providing clear reports to the producer or department head.
  • Facilitate feedback and approval rounds by gathering notes from stakeholders, consolidating them for the editing team, and tracking the implementation of all requested changes.
  • Maintain and manage the inventory of in-house video production equipment, scheduling regular maintenance and coordinating repairs to ensure gear is always ready for use.
  • Prepare and ship equipment for off-site shoots, creating detailed carnets and checklists to ensure all necessary gear is accounted for and in good working order.
  • Collaborate with cross-functional teams, such as marketing, social media, and design, to align video content with broader campaign goals and technical requirements.
  • Stay current with industry trends, new software, and best practices in video production, post-production, and digital content distribution to help innovate team processes.
  • Generate and maintain comprehensive documentation for video workflows, processes, and asset management protocols to ensure consistency and efficiency across the team.
  • Provide on-set support during video shoots, acting as a Production Assistant, script supervisor, or media manager as required by the production's scale and needs.
  • Manage and fulfill content requests from internal and external partners, efficiently locating and delivering appropriate video assets in a timely manner.
  • Assist in the creation of presentation decks and project briefs that clearly outline the scope, objectives, and creative direction for new video initiatives.
  • Coordinate the legal clearance process for music, talent, and locations, ensuring all necessary releases and licenses are secured, signed, and filed correctly.

Secondary Functions

  • Assist the social media team by creating short-form video clips, GIFs, and other video-based assets tailored for specific platforms like Instagram, TikTok, and LinkedIn.
  • Contribute to creative brainstorming sessions for new video concepts, content series, and storytelling approaches.
  • Monitor video performance metrics and assist in compiling reports on engagement, viewership, and other key performance indicators (KPIs).
  • Provide basic technical support and workflow guidance to team members regarding video software and production processes.

Required Skills & Competencies

Hard Skills (Technical)

  • High proficiency with the Adobe Creative Cloud, particularly Premiere Pro, Media Encoder, and a working knowledge of After Effects and Photoshop.
  • Experience with professional video editing software such as Final Cut Pro or DaVinci Resolve.
  • Strong understanding of Digital Asset Management (DAM) principles and hands-on experience using DAM systems (e.g., Frame.io, Widen, Bynder).
  • Deep knowledge of video formats, codecs, and compression standards for web, broadcast, and social media delivery.
  • Familiarity with professional camera systems, lighting techniques, and audio recording equipment.
  • Experience managing and optimizing content on video platforms like YouTube and Vimeo, including backend analytics and metadata strategy.
  • Proficiency in project management software (e.g., Asana, Trello, Monday.com) for tracking tasks, resources, and timelines.
  • Competency with Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Slides) for documentation, scheduling, and reporting.
  • Solid understanding of post-production workflows, including media ingestion, proxy creation, and the principles of color correction and audio mixing.
  • Experience with creating and managing closed captions and subtitles (e.g., SRT files).
  • Basic knowledge of file transfer protocols (FTP) and enterprise cloud storage solutions (e.g., Dropbox, Google Drive, Box).

Soft Skills

  • Exceptional organizational skills and an almost obsessive attention to detail.
  • Outstanding time management and the ability to juggle multiple projects simultaneously under tight deadlines without sacrificing quality.
  • Clear, concise, and professional communication skills, both written and verbal, tailored to creative, technical, and executive audiences.
  • A proactive and resourceful problem-solver who can anticipate needs and find effective solutions independently.
  • Strong interpersonal skills and a collaborative spirit, with the ability to work effectively with diverse personalities and foster a positive team environment.
  • High level of adaptability and composure in a fast-paced, often-changing creative environment.
  • A strong sense of ownership and accountability for assigned tasks and the overall success of projects.
  • A genuine passion for video and storytelling, with a keen eye for visual quality and narrative structure.

Education & Experience

Educational Background

Minimum Education:

  • Associate's degree or equivalent, relevant practical experience in a professional setting.

Preferred Education:

  • Bachelor's degree from an accredited institution.

Relevant Fields of Study:

  • Film Production
  • Communications or Media Studies
  • Broadcasting
  • Marketing

Experience Requirements

Typical Experience Range:

  • 2-4 years of experience in a video production environment, media agency, or in-house creative department.

Preferred:

  • Proven experience in a coordination or assistant role within a video or creative production team is strongly preferred. A portfolio or reel showcasing direct involvement in a variety of past projects is highly desirable and can demonstrate practical expertise.
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