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Project Coordinator

JV Studios
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Role Overview

As a Project Coordinator, you will act as a key organizational anchor and the "Master of Momentum" for the studio. Working under the guidance of leadership (specifically John Pinto, CEO), you will be the bridge between the client’s expectations, the Creative Director’s vision, and the Production team’s execution. Your job begins the second a contract is signed; you own the "A-to-Z" of the project lifecycle, ensuring every deadline is met and every asset is collected without the CEO having to check a single calendar. This role requires a high degree of communication, organization, and a commitment to maintaining "The JV Experience".

Key Responsibilities

1. Client Relations & Project Oversight

  • The Handoff: Transition clients from Sales (CEO) to Production (Creative Director) seamlessly.
  • Client Concierge: Serve as the primary point of contact for all logistical and status updates, protecting the leadership team's time by handling routine inquiries.
  • Asset Management: Act as the "gatekeeper" who ensures video editors have every file, brief, and piece of feedback they need to work without interruption.
  • Post-Project Success: Manage the "final touch" by sending thank-you gifts and Google review links to ensure long-term client loyalty.
     

2. Pre-Production & Logistics

  • Planning Documentation: Build comprehensive pre-production documents and checklists based on kickoff calls and original scopes.
  • Scheduling: Utilize organizational tools to create detailed call sheets and production schedules.
  • Resource Coordination: Arrange and coordinate all necessary travel and accommodations, including flights, rentals, and Airbnbs.
  • Crew Communication: Start and manage crew group chats to ensure all team members are aligned before and after a project.

3. Creative Workflow & Accountability

  • Timeline Accountability: Act as the anchor to hold the internal team (including the founders) to their deadlines so the external deadline is never a question.
  • Post-Production Tracking: Create detailed workback schedules; if a project is sliding, you are the first to know and the first to fix it.
  • Basic Review: Communicate revisions to the creative team, add clear notes to documents, and ensure basic standards are met before final delivery.
  • Asset Delivery: Manage final deliverable emails and understand & manage digital filing systems across Dropbox and Vimeo, as needed.
  • Sister Company Liaison: Act as support for sister company (Bella Donna Studios) project tracking, deadline adherence, and ad hoc requests.

The Ideal Candidate (Desired Skills)

  • Communication Skills: You are comfortable with constant communication, in all forms, from texting, phone calls, video conferencing, and email.
  • Task-Centric Personality: You find deep satisfaction in checklists, templates, and completing tasks.
  • Software Savvy: Proficient in self-organization and project management tools.
  • Operational Powerhouse: This is NOT a creative or sales role; your "art" is a perfectly managed spreadsheet and a client who feels 100% taken care of.

Why This Role Matters

In this role, you provide the oversight that takes the pressure off our creative teams. You are the contact that ensures our high-impact visual narratives are delivered on-time and professionally.