Studio Coordinator

Reel Works•Brooklyn, NY

2d•Hybrid

About The Position

Reel Works is hiring a part-time Studio Coordinator to support business administration, production logistics, and operational systems for The Studio, its mission-driven production company. The Studio produces media for corporate, nonprofit, and entertainment clients, while creating professional opportunities for emerging filmmakers and generating revenue that supports Reel Works’ educational programming. Working closely with the Vice President of the Studio, Senior Producer, and Associate Producer, the Coordinator manages and supports contracts and billing, scheduling, staffing administration, Salesforce data, equipment and facilities, and digital media archives across The Studio and Reel Works. The role coordinates business and project documentation, calendars and workflow systems, production staffing and financial records, media archives, equipment, and facilities. This is a hybrid position requiring work in person at Reel Works’ Brooklyn office at least two days per week, with additional on-site availability as needed for productions, equipment, archival work, or Studio operations. The position is 30 hours per week and pays $25–$30 per hour. The estimated start date is November 30, 2026.

Requirements

At least 2 years of experience in production coordination, studio operations, project administration, media management, or a related field.
Experience supporting production, media, creative services, branded-content, agency, nonprofit, or project-based work environments.
Experience coordinating schedules, contracts, invoices, vendors, freelancers, or project-based staff.
Strong organizational and project coordination skills, including the ability to manage multiple deadlines and priorities.
Experience maintaining accurate data in Salesforce, another CRM, database, or comparable system.
Experience organizing digital project files, media assets, or archives using consistent organizational practices.
Working knowledge of production terminology, crew structures, equipment workflows, and on-set operations.
Strong written and verbal communication skills and ability to work effectively with staff, crew members, vendors, and outside partners.
Proficiency in Google Workspace and project-management platforms such as Asana.
Alignment with and passion for Reel Works’ mission and core values: Growth, Accountability, Community, Self-expression, Equity, and Impact.
Commitment to creating equitable professional opportunities for emerging filmmakers and media makers.
Strong attention to detail and reliable follow-through.
Ability to create structure, maintain systems, and keep data, files, and documentation accurate and accessible.
Collaborative, proactive, and solutions-oriented approach.
Ability to handle confidential personnel, contractual, financial, and organizational information.
Ability to adapt to changing schedules and priorities while maintaining accuracy and meeting deadlines.
Eligibility to work in the United States.

Nice To Haves

Direct experience with Salesforce and basic reporting.
Experience with digital asset management, media libraries, or institutional archives.
Familiarity with production insurance, certificates of insurance, permits, releases, and location agreements.
Experience with accounting, invoicing, expense-management, or production-budgeting platforms.
Experience working with interns, apprentices, emerging filmmakers, or workforce-development programs.
A valid driver’s license for occasional local pickups and returns.
Bilingual proficiency, particularly in English and Spanish.
Familiarity with Frame.io, Dropbox, Google Drive, or comparable media and asset-management systems.

Responsibilities

Coordinate preparation, routing, execution, and filing of contracts, scopes of work, estimates, invoices, signatures, and project documentation as directed by Studio leadership.
Maintain accurate client, project, opportunity, and revenue information in Salesforce and generate routine pipeline and project reports.
Maintain organized client, vendor, freelancer, and project records; coordinate invoicing and track outstanding payments with Finance and Studio leadership.
Support proposals, project onboarding, closeout, and other Studio administrative needs.
Maintain the master Studio calendar for shoots, meetings, edit sessions, equipment, facilities, and visiting productions.
Maintain project information, administrative deadlines, and assigned tasks in Asana and other Studio systems.
Coordinate production meetings, facility access, equipment reservations, and administrative project handoffs.
Identify scheduling conflicts, missing information, and operational needs and raise them to Studio leadership.
Maintain and improve templates, checklists, and workflows to help Studio projects stay organized and on schedule.
Coordinate administrative onboarding for approved production staff, freelancers, and vendors.
Collect and organize payroll, tax, insurance, vendor, and payment documentation for processing by the appropriate departments.
Maintain a roster of freelance crew, vendors, equipment houses, and production partners.
Track Studio expenses, purchase orders, receipts, and related project financial documentation.
Coordinate freelancer time submissions, vendor invoices, and payment documentation with Finance to support accurate processing and project closeout.
Coordinate organization and maintenance of digital media archives for The Studio and Reel Works, including footage, photography, final deliverables, releases, and supporting project materials.
Help implement and maintain consistent file naming, folder structures, metadata, backup, and archival practices in collaboration with Studio leadership and organizational IT support.
Coordinate collection, organization, preservation, and retrieval of media and project materials across Reel Works departments.
Coordinate Studio equipment inventory, rentals, pickups, returns, maintenance, and repairs.
Track production supplies and help ensure Studio spaces are organized, secure, and prepared for scheduled use.
Maintain relevant equipment, facility, safety, and production records.