About this Production Coordinator role at Pavago
Position Type: Full Time, Remote
Working Hours: U.S. Business Hours
About the Role
We’re looking for a highly organized, proactive Production Coordinator to support the Director of Production at a large-scale podcast production operation managing more than 250 shows and approximately 100 episodes each week.
In this role, you’ll help keep production schedules, records, communications, and administrative workflows organized. You’ll coordinate information across departments, follow up on outstanding tasks, and identify potential issues before they disrupt production.
This is a hands-on coordination role, not a production management position. You won’t be responsible for editing or producing podcasts or supervising employees. Instead, you’ll take ownership of administrative processes, exercise sound judgment, and help the production team work more efficiently.
What You’ll Own
Production Scheduling & Organization
- Monitor recording calendars, scheduling changes, cancellations, and reschedules.
- Verify recording details and ensure hosts and producers have accurate information.
- Maintain production trackers, records, checklists, and documentation.
- Keep outstanding tasks organized, visible, and on track.
Recording Preparation & Follow-Up
- Track the availability of episode questions, recording materials, and other required information.
- Follow up with relevant departments when information or confirmations are missing.
- Identify incomplete preparations, scheduling conflicts, and potential disruptions.
- Communicate risks early so the team can take action before issues affect production.
Cross-Department Coordination
- Coordinate information between Production, Client Success, Content, and other internal teams.
- Follow up on unanswered requests, pending confirmations, and unresolved administrative tasks.
- Keep the Director of Production informed about priorities, outstanding items, and potential issues.
- Resolve routine issues independently and escalate matters when appropriate.
Process Improvement & Administrative Support
- Maintain and update production procedures, checklists, and administrative workflows.
- Identify recurring problems, unnecessary steps, and opportunities to improve efficiency.
- Assist with implementing tracking systems, processes, and documentation.
- Support departmental projects and administrative initiatives as needed.
Required Experience & Skills
- Experience in administrative coordination, executive support, project coordination, production assistance, or a comparable role.
- Exceptional organizational skills and attention to detail.
- Excellent written and spoken English communication skills.
- Strong time-management skills and the ability to prioritize competing requests.
- Experience using shared calendars, spreadsheets, project management software, and online collaboration tools.
- Ability to work independently and manage responsibilities in a remote environment.
- Sound judgment, discretion, accountability, and a commitment to accuracy.
- Ability to learn new tools quickly and adapt to evolving processes.
- Strong follow-through, with the ability to track tasks through to resolution without repeated reminders.
Nice to Have
- Experience in podcasting, media production, creative agencies, or other deadline-driven service businesses.
- Familiarity with ClickUp, Calendly, Google Workspace, Riverside, or similar platforms.
- Experience supporting senior leadership or coordinating administrative workflows across multiple departments.
- Experience documenting procedures or improving operational processes.
Podcasting experience is helpful but not required. Strong coordination skills, initiative, judgment, and follow-through are the priority.
What Makes You a Strong Fit
- You anticipate problems: You identify missing information, scheduling conflicts, and potential delays before they become urgent.
- You follow through: You track outstanding tasks, confirm outcomes, and ensure issues are resolved rather than simply sending reminders.
- You understand the bigger picture: You recognize how small administrative errors can affect schedules, teams, and recording sessions.
- You communicate clearly: You provide concise updates, ask the right questions, and raise concerns without creating unnecessary noise.
- You take initiative: You investigate problems, explore practical solutions, and know when to ask for help.
- You support team success: You take pride in creating order, reducing administrative friction, and helping others perform at their best.
Interview Process
- Initial Application
- Spark Hire One-Way Video Interview
- Client Interview
- Offer & Onboarding
