About the role
Responsibilities
- Coordinate with Head of Resources and VFX Producers to ensure resource and recruiting notes are accurate.
- Track upcoming booking end dates across active jobs and proactively inform production of action items.
- Issue booking confirmations and onboarding materials to incoming artists.
- Maintain accurate day-to-day artist schedules and bookings within CETA tracking software, liaising directly with artists to confirm details and resolve discrepancies.
- Monitor the scheduling channel and action booking extensions promptly as requirements change.
- Coordinate with engineers and systems teams to ensure machines, Flame suites, and related resources are allocated and ready for each booking.
- Maintain the freelancer database, ensuring contact details, rates, availabilities, and skill sets are complete and current.
- Support recruitment activity and artist outreach under the direction of the Head of Resources.
- Prepare weekly reporting for producers alongside other routine administrative and reporting tasks.
- Provide support with content updates for the JAMM website and social media channels as required.
- Proactively identify and escalate scheduling conflicts to the Head of Resources and/or Production department.
- Provide support for miscellaneous coordinating tasks.
Requirements
- 1+ years of experience in scheduling or coordination within the post-production, VFX, or creative industry preferred.
- Previous experience in scheduling, resource booking, or coordination within commercial post-production, VFX, or a creative agency preferred.
- Familiarity with CETA software for scheduling is a plus.
- Excellent organizational skills and attention to detail, with the ability to manage competing priorities.
- Strong written and verbal communication skills, with confidence liaising with artists, producers, and technical teams.
- Ability to handle confidential information with discretion.
- Interest in talent acquisition and building relationships with visual effects artists.
- Proactive and self-motivated, able to work independently while taking direction from the management team.
Location
- This is a hybrid position with on-site attendance anticipated 2–3 days per week at our office in Culver City, California.