Overview of the role
An art department coordinator works within the art department team, providing operational support to the production designer and the art director. The art department coordinator role is only needed on bigger budget productions with complex art department needs – in most other cases the art director and/or art department assistant cover these responsibilities.
Art department coordinators have a clear understanding of the production design research and development process, and how to respond to the changing needs and demands of the production. They also manage and mentor junior members of the team and assist with procurement and tracking the department budget.
Core responsibilities
These core responsibilities are provided as a guide and are not exhaustive. The exact responsibilities in a particular job will vary depending on the scale / budget band / genre of production.
- Set up and equip the art department office so it is suitable to meet production requirements
- Liaise with the relevant departments to ensure that equipment, people and facilities are in place to match schedule requirements
- Ensure any scheduled meetings, presentations or deadlines are communicated to the entire team
- Set up communication within the department as directed, for example with email chains, group folders on the server, WhatsApp groups and Zoom calls
- Communicate changes to the schedule to all relevant people without delay
- Check risk assessments for any specifics to the project/working environment, and be aware of any potential hazards/procedures
- Liaise with production and the health and safety officer to communicate concerns or specific requirements for risk assessments
- Advise all crew in the department of specific health and safety requirements and procedures
- Support art department team with design and model making by ensuring sufficient equipment and materials are available
- Interpret the brief and follow instructions from the production designer on how to organise research
- Compile references and images from the designer into a shared library for the rest of the department
- Assist with research as directed by the production designer or art director
- Identify areas requiring clearances or approvals, and make arrangements to obtain them
- Evaluate key information relating to scenes, locations and shooting schedules
- Obtain latest production documents to aid planning for the department, including script and shooting schedule
- Create an art department block calendar as directed
- Liaise with other departments for all information relevant to the art department
- Work with the art director to document art department location requirements
- Assist in the compilation and distribution of designs and other documents as required
- Ensure relevant departments receive copies of drawings, physically or digitally, as agreed
- Maintain confidentiality of sensitive information in line with organisational procedures
- Assist art director with sourcing data sheets for materials that may have an environmental impact or need to prove they are safe for use at a location
- Research companies and suppliers for specific materials, tasks or models as directed
- Obtain written quotes and company information, for example proximity to location or studio and lead-times, and present findings to art director or production designer
- Send potential supplier relevant drawings and documents as part of the brief in order to obtain an accurate quote
- Liaise with accounts or production regarding contracts and agree any changes with the supplier
- Monitor the delivery of the work
- Manage art department shared digital storage, such as the server, Dropbox or box folder
- Specify the file naming convention for art department members to follow, to ensure all work is clearly categorised and identifiable
- Ensure all assets purchased are logged into a database and labelled for clear identification on wrap of a project
- Implement a system for storing any 3D / white card models created for the project
- Set up and use effective systems for managing budgets and other paperwork
- Monitor expenditure against agreed budgets and allocate expenses to specific budget codes as outlined by accounts department
- Ensure expenditure details are recorded in an appropriate and compatible IT package
- Maintain an up-to-date equipment list, monitoring supplies against orders and purchases
- Arrange for prompt payment to suppliers in line with agreed timescales and performance
- Develop a work plan that includes all junior staff
- Ensure all team members are aware of their specific responsibilities
- Provide advice and guidance as appropriate to meet the need of the brief and the individual
- Confirm junior staff know how to use the necessary equipment and materials
- Manage art department assistants and runners in the prep and delivery of all materials for scheduled meetings as per production designer’s directions
- Ensure all department assets are catalogued and boxed with inventory lists and returned to production
- Create a wrap folder with all final pieces of work organised and catalogued
Skills
Check out role specific skills, transferable skills and attributes for the role of art department coordinator.
- Organise and manage art department team and supplies
- Budget management for the art department
- Oversee all department administration systems and produce key documentation
- Liaise with other departments, act as first point of contact with the production team
- Guide and support art department assistant or runners to reach their full potential, ensuring they are motivated and feel positive about their work
- Communication: interpreting others’ requirements and communicating requirements to colleagues and departments
- Teamworking: collaborating within own and other departments, liaising with production and accounts
- Networking: investing time in networking activities, building a network of business contacts and establishing rapport with others quickly and effectively
- Planning: planning practical requirements for equipment and supplies to meet production design needs
- Problem-solving: contingency planning and support to resolve issues with designs so that productions remain on schedule
- Positivity: promoting a positive and friendly environment in the office
- Resilience and enthusiasm: adapt positively to changing priorities and patterns, ensuring deadlines continue to be met. Proactive and explores new ideas and non-standard ways of working which will enhance and deliver the best results for the production
- Productivity: organises work effectively and achieves required results within deadlines. Demonstrates the drive and energy to get things done in pressurised situations, and escalates appropriately when necessary
- Ethics and integrity: honest and principled in all actions and interactions. Respectful and inclusive of others
- Flexibility: willing to both listen and learn and to accept changing priorities and working requirements and has the flexibility to maintain high standards in a changing production environment
- Professional development: develop an ethos to learn and seek out learning and networking opportunities, identifying those that will be most beneficial