Studio Coordinator

THE OPPORTUNITY Reel Works is hiring a highly organized and resourceful Studio Coordinator to support the business administration, production logistics, and operational systems of The Studio, our mission-driven production company, which aims to deliver high-quality work while creating professional opportunities for emerging filmmakers. Reports To: Senior Producer Compensation: Part-time 30 hours per week; $25-$30/hr Location: Hybrid. This role requires working 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.  Application Deadline: Fri., Oct. 30, 2026 Estimated Start Date: Mon., Nov 30, 2026  ABOUT THE ORGANIZATION Change the storytellers, change the world! At Reel Works, we believe talent is everywhere, but opportunity is not. Reel Works was founded in 2001 to encourage young people to share their stories through filmmaking.  Our work has since expanded to help build a more inclusive media industry and provide emerging talent with the mentorship, skills, and professional networks needed to succeed. Our mission is to educate, train, and mentor emerging talent from all backgrounds to succeed in the media industry. Through the power of storytelling and workforce development, we remove barriers to entry, unlock creative potential, and equip young people and emerging professionals with the tools to thrive in a rapidly evolving media industry.  Our workforce development program, MediaMKRS, was launched by Reel Works in 2019 to address the crisis of inclusion in the media industry with a goal to diversify the media landscape and create equitable solutions. MediaMKRS educates and empowers individuals from diverse backgrounds to succeed in the media industry through comprehensive training, hands-on work experiences, networking opportunities, and unparalleled access to industry professionals needed for a thriving career. To learn more visit reelworks.org and mediamkrs.org.  THE POSITION The Studio at Reel Works hires talented emerging filmmakers to work alongside industry professionals in producing high-quality media for corporate, nonprofit, and entertainment clients. Revenue generated through The Studio supports Reel Works’ educational programming, while Studio productions provide emerging creators with meaningful professional experience. Working closely with the Vice President of the Studio, Senior Producer, and Associate Producer, the Studio Coordinator will support contracts and billing, scheduling, staffing administration, Salesforce data, equipment and facilities, and the coordination and maintenance of digital media archives across The Studio and Reel Works. THE STUDIO TEAM The Studio Coordinator works collaboratively across the Studio team while maintaining distinct areas of responsibility: - The Senior Producer leads creative development, production budgets and planning, client relationships, crew leadership, and final project delivery - The Studio Coordinator coordinates business administration, Studio-wide calendars and administrative scheduling, staffing administration, Salesforce data, archival systems and records, facilities, equipment inventory and administrative logistics, and operational systems - The Associate Producer supports internal productions, behind-the-scenes content, set operations, production-specific logistics, media organization for assigned productions, and editing WHAT YOU’LL DO Business, Project & Data Administration (30%) - Coordinate the 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, partnering with Finance and Studio leadership on follow-up as needed - Support proposals, project onboarding, closeout, and other Studio administrative needs Studio Operations, Workflow & Scheduling (25%) - 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 that help Studio projects stay organized and on schedule Production Staffing & Financial Coordination (25%) - 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 Archives, Equipment & Facilities (20%) - Coordinate the organization and maintenance of digital media archives for The Studio and Reel Works organization-wide, 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 - Work across Reel Works departments to coordinate the collection, organization, preservation, and retrieval of media and project materials - 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 QUALIFICATIONS THE SKILLS AND EXPERIENCE YOU HAVE - 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 with 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 the ability to work effectively with staff, crew members, vendors, and outside partners - Proficient in Google Workspace and project-management platforms such as Asana - Familiarity with Frame.io, Dropbox, Google Drive, or comparable media and asset-management systems THE QUALITIES AND ALIGNMENT YOU HAVE - Alignment and passion for our mission and our 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 - Demonstrates the ability to create structure, maintain systems, and keep data, files, and documentation accurate and accessible - A 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 HAVE - 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 Reel Works is an equal opportunity employer committed to creating and developing an inclusive staff team. BIPOC, people with intersecting identities - LGBTQIA+, women and non-binary people, people living with disabilities and others with lived experience being part of marginalized communities are strongly encouraged to apply.  To comply with government Equal Employment Opportunity and/or Affirmative Action reporting regulations, the application for all positions at Reel Works includes the option to respond to questions regarding gender, ethnicity, disability, and veteran status (learn more here). This information will not be used as selection criteria in connection with any employment decisions, and will be used solely as permitted by state and federal law. Self-reporting of personal identifiers is voluntary. While we appreciate your cooperation as we aim to ensure we attract a diverse candidate pool, we respect your right to decide whether to share your personally identifiable information. If you'd rather not share this information, feel free to select "Decline to Answer". Reel Works is committed to protecting and respecting your privacy. For information about when and why we collect personal information on candidates, and how we keep it secure see our privacy policy.