Key Responsibilities and Required Skills for a Video Project Coordinator

🎯 Role Definition

A Video Project Coordinator is the organizational backbone of the video production process. This role serves as the central hub for communication and logistics, ensuring that creative projects are delivered on time, within budget, and to the highest quality standards. They are expert planners, problem-solvers, and communicators who bridge the gap between creative vision and practical execution. By managing schedules, resources, and stakeholder expectations, the Video Project Coordinator enables the creative team—including videographers, editors, and motion graphics artists—to focus on what they do best: creating compelling visual content. This position is critical for maintaining momentum and ensuring a smooth workflow across all stages of production, from initial briefing to final delivery.

📈 Career Progression

Typical Career Path

Entry Point From:

Production Assistant (PA)
Marketing Coordinator
Junior Project Manager

Advancement To:

Video Producer
Creative Project Manager
Production Manager

Lateral Moves:

Content Strategist
Marketing Operations Manager

Core Responsibilities

Primary Functions

Act as the primary point of contact for all video project inquiries, expertly managing communications between internal stakeholders, creative teams, and external vendors.
Develop, maintain, and meticulously track detailed project plans, schedules, and timelines for multiple concurrent video projects from pre-production through post-production and final delivery.
Coordinate and schedule key production activities, including creative kick-off meetings, pre-production planning sessions, location scouts, on-location shoots, and post-production reviews.
Facilitate the seamless flow of information and assets, ensuring all team members have the necessary resources, creative briefs, and feedback to meet project milestones.
Manage the intake of new video requests, clarifying project scope, objectives, and key deliverables with stakeholders to create comprehensive and actionable creative briefs.
Proactively identify potential project risks, resource constraints, and scheduling conflicts, and develop and implement effective mitigation strategies to keep projects on track.
Oversee project budgets, tracking expenses, processing invoices, and providing regular financial reporting to ensure projects are completed within their allocated financial scope.
Organize and manage all digital assets, including raw footage, graphics, audio files, and final edits, using a digital asset management (DAM) system to ensure version control and easy accessibility.
Coordinate the post-production workflow, including managing editor schedules, trafficking review links via platforms like Frame.io or Vimeo, and consolidating feedback from multiple stakeholders.
Book and manage freelance talent, including camera operators, sound engineers, on-screen talent, and voice-over artists, handling contracts, scheduling, and payments.
Secure necessary permits, location agreements, and talent releases to ensure all productions are legally compliant and properly documented.
Prepare and distribute call sheets, production binders, and other essential documentation to the cast and crew ahead of scheduled shoots.
Conduct thorough quality control checks on all final video deliverables to ensure they meet technical specifications, brand guidelines, and creative objectives.
Maintain and update project management tools (e.g., Asana, Trello, Monday.com) to provide real-time visibility into project status for all stakeholders.
Assist producers in the development of creative concepts and storyboards, providing logistical insights and ensuring ideas are executable within the given constraints.

Secondary Functions

Support the trafficking and publishing of final video assets across various platforms, such as social media channels, websites, and internal portals.
Generate and present regular project status reports to leadership and key stakeholders, highlighting progress, challenges, and upcoming milestones.
Contribute to the continuous improvement of the video production workflow by identifying inefficiencies and recommending new processes, tools, or best practices.
Archive completed projects meticulously, ensuring all final files, project documentation, and usage rights information are stored correctly for future reference.
Assist in researching and vetting new production vendors, equipment rental houses, and freelance talent to expand the team's network of resources.

Required Skills & Competencies

Hard Skills (Technical)

Project Management Software: High proficiency with tools like Asana, Trello, Monday.com, or Wrike for tracking complex, multi-phase projects.
Video Review & Collaboration Tools: Experience using platforms such as Frame.io, Vimeo, or Wipster for gathering and consolidating feedback on video edits.
Budget Management: Ability to create, track, and manage project budgets using spreadsheets (Excel, Google Sheets) and other financial software.
Digital Asset Management (DAM): Familiarity with organizing and maintaining large volumes of digital media files within a DAM system or a structured cloud storage environment (e.g., Google Drive, Dropbox).
Production Logistics: In-depth knowledge of the video production lifecycle, including scheduling, resource allocation, and coordinating on-set logistics.
Basic Adobe Creative Suite Knowledge: A foundational understanding of Adobe Premiere Pro, After Effects, and Photoshop is highly beneficial for communicating effectively with editors and designers.

Soft Skills

Impeccable Organization: The ability to juggle multiple projects, deadlines, and competing priorities without letting anything slip through the cracks. You are a master of lists, calendars, and details.
Proactive Communication: An exceptional communicator, both written and verbal, who can clearly articulate project needs, provide status updates, and manage expectations with a diverse range of personalities.
Problem-Solving & Adaptability: Thrives in a fast-paced environment and can think on your feet to resolve unforeseen challenges, schedule changes, and technical difficulties with a calm and positive attitude.
Collaborative Spirit: A true team player who builds strong relationships and fosters a positive, productive environment for creative teams and stakeholders alike.
Attention to Detail: A keen eye for detail, ensuring that everything from call sheet information to final video captions is accurate and aligned with project requirements.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED with significant, relevant professional experience.

Preferred Education:

Bachelor's degree from an accredited four-year college or university.

Relevant Fields of Study:

Communications
Film & Television Production
Marketing
Project Management

Experience Requirements

Typical Experience Range: 2-5 years of experience in a coordination role within a creative agency, in-house marketing team, or production company.

Preferred: Direct experience coordinating video-specific projects is strongly preferred. A background as a Production Assistant or in a similar support role on film/video sets is highly advantageous.