Freelance Production Coordinator

About the job

The Production Coordinator is the glue that keeps client productions running smoothly at Sweet Fish.

You'll work closely with an Executive Producer to manage timelines, communicate with clients, keep projects on track, and make sure nothing falls through the cracks. Just as important: you'll help improve the systems and workflows that make our production engine stronger over time. This role is great for someone who's organized, calm under pressure, and enjoys both getting things done and making things better.

What You'll Be Responsible For

• Client Communication & Support
• Serve as a main point of contact for day-to-day client communication
• Keep clients informed, aligned, and confident in the process
• Attend client meetings (bi-weeklies, QBRs, media prep calls) and track follow-ups
• Respond to client messages within four business hours
• Flag risks, misalignment, or opportunities to your Executive Producer early
• Production & Project Coordination
• Manage timelines, tasks, and deliverables using tools like Asana and Notion
• Support all phases of production, including: Topic ideation and episode prep, Media day coordination, Post-production tracking and QA
• Send weekly client status updates
• Oversee final delivery and distribution of assets (including YouTube titles and publish dates)
• Systems & Process Improvement
• Help build and refine workflows that make production more efficient and repeatable
• Create or improve templates, checklists, and documentation
• Spot inefficiencies and suggest better ways of working
• Team Collaboration
• Work closely with your Executive Producer and other PCs
• Participate in team stand-ups, 1:1s, and internal planning meetings
• Share best practices and support other Production Coordinators when needed

Tools You'll Use

• Project Management: Asana, Notion
• Communication: Slack, Zoom
• Production: Riverside, Frame.io, Descript
• File Management: Google Drive

(You don't need to be an expert in all of these — we care more about your ability to learn and stay organized.)

Work Expectations

• Available during standard U.S. business hours (Monday–Friday)
• Responsive during core hours, especially for client-facing work
• Occasional flexibility needed around media days or key deadlines
• Contractors may take time off with advance notice and proper coverage
• Compensation: This is a project-based freelance role. Rates typically range from $30–$35 per hour, depending on experience and project scope.

What Success Looks Like

• Projects ship on time and within scope
• Clients feel supported, informed, and confident
• Production workflows feel smooth, not chaotic
• The team benefits from clearer systems and shared knowledge