Production Coordinator at Special Effects Media South Africa

• Are you a natural leader, a born problem-solver, and the go-to planner in your friend group? If so, we’re looking for someone just like you to join our team as a Production Coordinator at Special Effects Media! 
• This role is all about making things happen—under the guidance of the Producer, you'll be the driving force behind every project, ensuring all resources are planned and perfectly aligned for seamless execution. You'll also assist our Producer and Creative Director with all creative needs and deliverables, ensuring each project hits the mark.

We’re after someone who’s:

• Determined and strong-willed—you know how to get things done. 
• A cheerleader with a positive, optimistic attitude—you’ll keep the energy high, even when challenges arise! 
• Curious and eager to learn—you’re always striving to grow and expand your knowledge. 
• Proactive and assertive—you don’t wait for things to happen; you make them happen. 
• Ambitious and driven—you’ve got big goals, and you're ready to go after them. 
• A structure guru—whether it’s Excel or Monday.com, you love keeping things organized and on track. 
• Friendly and client-focused—you know how to handle tough conversations with ease while keeping clients engaged and energized through all communications. 

Main Outputs and Responsibilities

Day-To-Day (Company, Internal): 

• Update all project planning tools: 
• Ensure all project information, timelines, important links, and crew details are up to date.
• Oversee payment submissions and financial documentation: 
• Ensure the smooth execution of payment processes and perform quality control on all supplier finance-related documents.

Pre-Production & Production:

• Production Documentation: Prepare essential documents such as call sheets and crew lists, and distribute them to the crew.
• Research & Creative Support: Assist with research for scripting, ideation, and production treatments. Create and deliver creative documents, including wardrobe mood boards and visual treatments, when requested by the Producer or Creative Director.
• Pre-Production Meeting (PPM) Document: Lead the development of the PPM document by creating a base template, assigning tasks, coordinating execution, and ensuring deadlines are met. Ensure the content aligns with the brief, client expectations, and agency standards.
• Client Meeting: Present on production-related topics in client meetings.
• Client Communication: Serve as the primary point of contact for all project-related matters. Share regular updates and maintain courteous, communication with clients.
• Crew & Talent Management: Book, Coordinate, and communicate with crew and suppliers throughout project execution to ensure a smooth execution. 
• Ensure crew and cast contracts (provided by the Producer) are signed.
• Booking, Coordinating and independently executing talent casting in line with with the client brief. 
• Manage the needs of both talent and crew throughout the production process.
• On-Set Role: Act as Assistant Director (AD) to keep the production on schedule and ensure the crew, cast, and client have what they need.
• Project Coordination: Independently coordinate projects and manage clients on set when the Producer is not present.

Post Production:

• Manage the post-production schedule.
• Ensuring and managing the meeting of deadlines in post-production and updating the Producer on timing issues.
• Ensuring that the editors and creative teams have all the assets they need to execute work; sourcing the necessary details from the client if needed or escalating the matter to the producer if needed. 

Requirements 

• A qualification in video production / film / advertising or a related field (preferred). 
• 2+ Years experience in content/video production. 
• Top-level understanding of YouTube as a brand building platform and its functionalities, as well as best practice for creating video content for YouTube.
• A basic knowledge of other social media platforms such as Instagram, Facebook and LinkedIn for digital marketing. 
• Proficiency in the Google workspace: Google Docs, Google Sheets, Google Slides, Google Drive, Google Calendar etc. 
• Basic knowledge of how to create and design presentations on Canva. 
• Ability to lead a crew and execute production work based on provided timelines.
• Experience with working closely with clients on brand projects and managing client expectations and deliverables. 
• Exceptional analytical and problem-solving skills.
• Excellent time management and communication skills. 
• Strong written and verbal communication skills.
• Organizational skills and good attention to detail.