Job Description

Production Coordinator – Commercial Production

Location: Venice Beach, CA | Full-Time, On-Site

About Institute

Institute is an award-winning production company founded in 2019 by acclaimed filmmaker and photographer Lauren Greenfield and prolific multi-platform producer Frank Evers. With offices in the United States and the United Kingdom, we’re known for our world-class visual storytellers and high-quality, award-winning productions in film/TV, commercials, fine arts, and photography.

Why Join Us?

• Creative Impact: Play an integral role in high-profile, award-winning commercial productions.
• Career Growth: Work directly with industry leaders while expanding your skills in a fast-paced environment.
• Collaborative Culture: Join a team where every voice matters and creative, cross-platform problem-solving is celebrated.

Role Overview

We’re seeking an experienced Production Coordinator to ensure our commercial projects run seamlessly from concept to execution. Reporting directly to our Managing Director, Executive Producer, and President, you’ll be the key member of the team that connects creative vision with operational excellence.

If you’re a proactive, detail-oriented team player who thrives in a creative and dynamic environment, we want to hear from you.

Key Responsibilities

Production Office & Internal Operations

• Central Hub: Manage calendars, live spreadsheets, master contact lists, and key systems (Wiredrive, Dropbox, Google Drive) to ensure smooth internal operations.
• Process Innovation: Contribute ideas to streamline workflows and boost operational efficiency.
• Office Oversight: Ensure our Venice production office—offices, edit bays, conference rooms, and facilities—is well-equipped and running optimally.

Production Coordination & Scheduling

• Project Leadership: Drive the scheduling and coordination of commercial projects, keeping production calendars and status reports up to date.
• Team Communication: Distribute essential materials (scripts, shooting schedules, crew lists) and facilitate weekly meetings with production, sales, and creative teams.
• Executive Support: Oversee calendars and schedules for executives and key team members, ensuring seamless coordination.

Production Support & Execution

• Hands-On Involvement: Actively support the Managing Director and Executive Producer through all phases—from kick-off to wrap—and contribute to the success of each project.
• Promotional Coordination: Assist in tracking awards, press, and director reels, and collaborate with sales reps and publicists on promotional efforts.
• Event & Trip Planning: Organize sales events and marketing trips to bolster director outreach and campaign impact.

Sales & Marketing Support

• Strategic Communication: Prepare weekly sales updates and manage standing calls with internal teams and sales reps to ensure consistent messaging.
• Content & Social Media: Collect and organize social media assets, coordinate promotional activities, and help manage our online brand presence.
• Relationship Management: Maintain updated sales rep and director contact lists, ensuring our outreach is targeted and effective.

Bid & Production Support

• Documentation & Workflow: Organize documents and assets for bids and productions; manage treatment workflows with directors to meet deadlines.
• Project Tracking: Maintain job trackers and director asset libraries to support smooth project transitions.

Events, Travel & Budgeting

• Logistics Coordination: Plan company events and industry gatherings and manage travel logistics—including accommodations, transportation, visas, and permits—for cast and crew.
• Financial Oversight: Track costs, manage contracts, process invoices, and ensure expenses align with budgets using tools like Movie Magic Budgeting, EP Budgeting, and Excel/Google Sheets.

Required Qualifications

Experience & Education

• Industry Background: 2 to 4 years experience in a production role within the commercial industry, with a strong foundation in coordinating commercials or branded content.
• Education: A degree or diploma in Film Production, Communications, Media Studies, or a related field is preferred but not required.

Technical Proficiency

• Software Savvy: Experience with production management tools, Microsoft Office, Google Workspace, and budgeting software (Movie Magic Budgeting, EP Budgeting, or equivalent).
• Digital Tools: Proficiency with Google Drive, Wiredrive, Canva for basic graphic design, light video editing, and WordPress for content management.

Core Competencies

• Organization & Multitasking: Exceptional ability to manage multiple projects and deadlines in high-pressure environments.
• Communication: Excellent written and verbal skills to ensure clear and effective collaboration.
• Problem-Solving: A proactive, adaptable mindset focused on innovative solutions and continuous improvement.
• Team Spirit: A true team player with a career-driven attitude, eager to make a tangible impact on high-profile projects.

Work Environment & Compensation

• Dynamic Atmosphere: Join a collaborative, fast-paced production team where clear communication and creative thinking are paramount.
• Commitment: Extended hours may be required during peak prep and production periods.
• Competitive Compensation: Salary commensurate with experience, reflecting the vital role you’ll play in our success.

Ready to join our creative powerhouse and make a mark in the world of commercial production? Apply now and help us continue to push the boundaries of visual storytelling.

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