ART DEPARTMENT COORDINATOR
ABOUT VIXEN MEDIA GROUP
Vixen Media Group’s award-winning studios produce compelling content in locations around the globe. Its network of branded websites has over 30 million visitors every month, and its innovative studios have won over 100 awards. With over 10 million followers the company has been credited for “changing the industry” and has been profiled in Rolling Stone, Forbes, BuzzFeed, Vice, GQ, Men’s Health, The Daily Beast, and on the BBC. Our lifestyle brands have revolutionized the industry and we are only just getting started.
ABOUT THE ROLE
We are looking for an experienced LA-based Art Coordinator to assist in the coordination of the logistics and operations of our in-house Art Department that serves VMG productions across our network of studios. Reporting directly to the Manager of Production Design, the Art Coordinator will be responsible for a myriad of duties, offering general overarching support in order to ensure seamless flow both within the department as well as cross-functionally. The Art Coordinator will work closely with our Art Directors, Set Designers, Stylists, and other production team members to source, acquire and manage prop inventory, assist with light set builds, pick-ups and returns, itemized breakdowns, treatment development, budget tracking, scheduling, information distribution, and other Art Department production-related assistance. Our ideal candidate has several years of relevant Production Coordination and/or Assisting experience and thoroughly understands the artistry of film-making. They possess diligent communication and creative problem-solving skills, have a dynamic vision, and are adept in prop sourcing and film production. They must embrace high volume, fast-paced conditions and demonstrate strong judgment and critical thinking in the face of ambiguity. This role interacts closely and frequently with various cross-functional teams and stakeholders within the organization, therefore strong organizational, leadership, communication, interpersonal, and presentation skills are essential.
RESPONSIBILITIES
● Research, source, acquire, track and manage in-house as well as external Art Department resources and prop inventory.
● Coordinate pick-up and drop-offs as well as load-in and outs.
● Assist with general runs, pick-ups, and drop-offs if/when needed.
● Source and negotiate terms for props, specialty rentals and locations if/when required.
● Secure, book, and oversee external services, contractors, locations, and other resources when required.
● Assist in the production, oversight, and management of COI’s. ( Certificate of Insurance )
● Assist the Manager of Production Design and Art Directors with pre-production research and development for production looks, styles, and supplies in order to build and maintain an expansive supplier Rolodex.
● Partner closely with Production Coordinators to stay abreast of production schedules, breakdowns, script amendments, casting and location bookings, wardrobe fittings, etc.
● Effectively communicate pertinent information and flow up (to Production stakeholders) and out (to Art crew) ensuring all appropriate parties are current on project developments or issues that arise. (Production plans, schedules, technical issues, budgets, any changes therein)
● Compile, track and manage department purchases, invoices, and receipts.
● Read and interpret Treatments/Outlines/Scripts/Shotlists and Storyboards in order to itemize, organize and coordinate Art Department contributions to the production.
● Assist Set Design Manager, Set Designers, and general crew in the day-to-day execution of set builds, production staging, and striking if/when needed.
● When required, serve as a stand-in to oversee on-set Art Direction, by working in tandem with Set Designers, Construction crew, Stylists, Directors, and production crew to ensure pre-established requirements are seen through and are in line with the visual references and treatments for the project.
● Assist in the development and implementation of streamlining processes in order to improve department structure, mitigate inefficiencies and build systems and processes that serve various cross-functional teams.
● Liaise closely with Production Design Manager to assist in the development and implementation of processes, workflows, and procedures as well as budget tracking and forecasting in order to help build and optimize the efficiency of the Art department.
BONUS DUTIES (If/when required)
● Event Coordination
● Apparel / Wardrobe Support
QUALIFICATIONS
● Minimum of 3 years of relevant TV/film production experience (on and offset)
● Post Secondary Degree in Film/ Design/ Fine Arts or related field preferred
● Thorough knowledge of film production workflows, processes, and pipelines.
● Experience in event management/staging. (preferred but not mandatory)
● Proficiency in project management and budgeting software (Excel, Smartsheets, Microsoft Office, Google Suite, etc.)
● Experience with production management software (Movie Magic, Celtx, Studio Binder, Shotgun)
● Exceptional communication (verbal and written), and collaboration skills.
● Strong project management, leadership, time management skills
● Ability to oversee multiple projects and solve problems in a fast-paced environment
● Positive attitude and ability to be flexible in a fast-paced, ever-changing environment.
● Proven ability to solve problems and interact with a wide variety of personalities.
● Proven ability to solve problems and interact with a wide variety of personalities
● Must have a valid drivers license and reliable transportation
● Experience with Covid protocols
SCHEDULE
● Full-Time Position
● Additional hours will be required during high production season
▪ 24/7 Mentality (production hours and production pace)
▪ Flexible schedule with core hours
BENEFITS
● Competitive salary
● PTO and sabbaticals
● Health insurance
● Great vibes at the office, snacks, and drinks provided at all times
● Access to annual training budgets
● Office Equipment