Production Coordinator

At VML Live, we inspire growth for ambitious brands through sport, experiential and entertainment. For more than 25 years, we’ve made it our mission to engage audiences across the world’s biggest sports, major competitions and bespoke experiences. We work solely for brands and are rights-holder agnostic, ensuring our priority remains driving the best results and ROI through our clients’ partnerships in sport and entertainment.

We are a close-knit, collaborative team with a unique and vibrant culture. Clients value our creativity, innovative thinking and strategic, insight-based approach to every challenge. Headquartered in London with offices in other key locations globally, we are proud to be part of the VML global network and WPP.

The Role

As a Production Coordinator, you will work closely with the Production Manager and Producers to ensure all stages of production run smoothly across multiple projects. It will give the opportunity to work as part of the film production team creating content for brands such as Coca-Cola, Aston Martin F1, Canon, KitKat, McLaren Racing and more, across sport, music and entertainment.

We’re looking for someone passionate, interested in filmmaking, digital content and production, highly organised and with excellent attention to detail. They must also possess excellent interpersonal communication skills and capable of working to tight deadlines.

Key Responsibilities

• Organise shoots, booking freelancers, preparing call sheets, obtaining permits, as well as other shoot related responsibilities
• Coordinate the booking process of all freelancers and suppliers, ensuring the booking forms, POs and invoices are done accurately and on time
• Act as the main point of contact to key departmental financial accounts
• Maintain all production tracker documents
• Look after travel arrangements for production staff and crew
• Assist in the planning and scheduling of production meetings, prepare and distribute meeting notes accordingly
• Ensure post-production paperwork is completed and filed appropriately
• Coordinate post-production sessions, ensuring post-production schedules are correct and that edits run the allocated time
• Assist the PMs and Producers in all areas of production as required
• General administration duties relating to the above tasks

Key Requirements

• Understanding of pre-production, production and post-production process
• Budgetary experience in Excel and Maconomy
• Experience or exposure to managing production schedules and call sheets beneficial but not necessary, as training will be provided
• Understanding of usage rights, across footage, music and image
• Experience of financial processes, including raising purchase orders, raising payment forms for invoices and expenses
• Excellent administration and organisational skills
• Highly organised and keen problem solver with great attention to detail
• No task too small or too big mentality with a great attitude towards collaboration and teamwork
• Excellent written and verbal communication skills
• Remain calm under pressure and capable of working to tight deadlines, escalating and managing expectations as needed

At VML Live, we are committed to building a diverse, equitable and inclusive workplace where everyone feels welcomed, valued and heard. We believe that this commitment inspires growth and delivers equitable outcomes for our people, our clients, and the communities we serve.