Key Responsibilities and Required Skills for a Voice Over Coordinator

🎯 Role Definition

The Voice Over Coordinator acts as the central communication hub and logistical mastermind for all voice recording activities. This position bridges the gap between creative teams, production management, external studios, and a global network of voice talent. We see this role as the engine of the voice-over department, ensuring that all the moving parts of a production come together flawlessly. Success in this role hinges on meticulous planning, proactive problem-solving, and the ability to manage multiple complex projects simultaneously, ensuring all audio components are delivered on time, within budget, and to the highest creative and technical standards.

📈 Career Progression

Typical Career Path

Entry Point From:

Production Assistant
Casting Assistant
Localization QA Tester
Post-Production Runner

Advancement To:

Voice Over Producer
Casting Director
Localization Project Manager
Audio Department Manager

Lateral Moves:

Post-Production Coordinator
Asset Coordinator
Project Coordinator (Creative Services)

Core Responsibilities

Primary Functions

Manage the end-to-end voice-over production lifecycle for multiple high-profile projects, from initial script ingestion to final mastered audio delivery.
Coordinate the complex scheduling of voice talent, directors, and recording studios across multiple time zones, ensuring optimal resource utilization and availability.
Serve as the primary, day-to-day point of contact for voice actors, professionally addressing contractual questions, scheduling conflicts, and providing necessary project materials.
Prepare, organize, and meticulously distribute all essential recording assets, including finalized scripts, character briefs, reference videos, and linguistic pronunciation guides.
Collaborate closely with casting directors or directly manage the casting process by sourcing, auditioning, and shortlisting voice talent that aligns perfectly with creative direction.
Generate and manage talent agreements, session contracts, and non-disclosure agreements, ensuring all legal documentation and compliance requirements are meticulously met.
Create and diligently maintain comprehensive project tracking systems, production schedules, and status reports for all stakeholders, providing clear visibility into project health.
Process and perform initial quality control on incoming audio files from recording studios, verifying strict adherence to technical specifications, naming conventions, and file structure.
Facilitate the linguistic quality assurance (LQA) process by coordinating with internal reviewers or external vendors to check for performance accuracy, timing, and translation quality.
Track project budgets with a keen eye, process invoices from talent and studios in a timely manner, and report on expenditures to production managers.
Liaise effectively with internal localization, video, and audio post-production teams to guarantee a smooth and seamless handoff of assets and critical information.
Proactively identify potential production bottlenecks, resource risks, or schedule delays and swiftly develop effective mitigation strategies to keep projects on track.
Maintain and continuously expand the company's internal database of voice talent, directors, and recording studios, fostering strong and positive industry relationships.
Oversee the preparation of pickup scripts for re-records and coordinate short-notice pickup recording sessions to address last-minute script changes or performance fixes.
Ensure all recorded content is securely archived and logically cataloged according to established company standards for future reference, retrieval, or reuse.
Communicate project updates, key milestones, and potential issues clearly and consistently to production leadership and cross-functional partners.
Field and professionally manage creative feedback from stakeholders, ensuring it is effectively communicated to directors and talent during production.
Research and assist in onboarding new external production partners, including dubbing studios and localization vendors, to support growing and diverse production needs.
Review and reconcile detailed session reports from recording studios to ensure accurate tracking of recorded lines, session times, and subsequent talent payments.
Assist in the creation and ongoing refinement of VO production workflows, best practices, and departmental documentation to improve overall team efficiency and quality.
Manage the secure transfer of sensitive project materials and pre-release assets, adhering to the strictest content security protocols and platform requirements.
Coordinate and support remote recording sessions, providing basic technical guidance to talent and ensuring the capture of high-quality source recordings.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis related to production efficiency.
Contribute to the organization's broader production strategy and technology roadmap.
Collaborate with business units to translate creative needs into technical and logistical requirements.
Participate in sprint planning and agile ceremonies within the production and post-production teams.

Required Skills & Competencies

Hard Skills (Technical)

High proficiency in project management software such as ShotGrid, Asana, Jira, or similar production tracking tools.
Advanced competency in spreadsheet software (Microsoft Excel, Google Sheets) for complex scheduling, budgeting, and data tracking.
Working knowledge of Digital Audio Workstations (DAWs) like Pro Tools or Adobe Audition for basic audio file review and QC.
A deep understanding of audio file formats (e.g., WAV, MP3), technical specifications (e.g., sample rate, bit depth), and final delivery standards.
Strong familiarity with the end-to-end localization and dubbing pipeline, including translation, adaptation, and audio mixing concepts.
Experience with secure, high-speed file transfer protocols and platforms (e.g., Aspera, Signiant, Media Shuttle).
Knowledge of talent contracts, union agreements (such as SAG-AFTRA), and associated payment workflows is a significant asset.

Soft Skills

Exceptional organizational and multitasking skills, with a proven ability to manage competing priorities in a fast-paced, deadline-driven environment.
Meticulous attention to detail and a steadfast commitment to quality, ensuring complete accuracy in schedules, scripts, and final deliverables.
Outstanding written and verbal communication skills, with a professional and diplomatic ability to interact with high-profile talent, clients, and internal teams.
Strong critical thinking and problem-solving abilities, coupled with a proactive, "can-do" attitude when faced with unexpected production challenges.
Excellent interpersonal and relationship-management skills, capable of building a strong rapport with creative personalities and technical staff alike.
A high degree of emotional intelligence and the ability to remain calm, focused, and adaptable under pressure.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent with substantial relevant experience.

Preferred Education:

Bachelor's Degree

Relevant Fields of Study:

Communications
Media Production / Film Studies
Linguistics
Project Management
Theater Arts

Experience Requirements

Typical Experience Range:

2-5 years of experience in a coordination role within media production, post-production, localization, or a related creative industry.

Preferred:

Direct experience in an audio, voice-over, or casting environment is highly desirable. Hands-on experience working directly with voice talent and recording studios is a significant plus.