Location Coordinator
Overview: The location coordinator is the administrative backbone of the locations department. Typically working from the production office (though sometimes also on or near set), they handle all the paperwork, communication, and tracking that keeps the department organised. This includes things like managing contracts and permits, keeping budget records, coordinating schedules, and making sure everyone has the information they need about each location. The location coordinator reports to the supervising location manager or location manager, and while they might not be out on set as much, their work is crucial for ensuring the location department runs smoothly and nothing falls through the cracks.
Key Responsibilities:
Paperwork and documentation: Track all location agreements and paperwork meticulously. This means once the supervising location manager or location manager negotiates a contract or a location release form with a property owner, you make sure it’s fully executed (signed by all parties) and properly filed. If signatures or information are missing, you chase them up. You maintain both physical and digital files of these documents. Additionally, handle consent forms if, for example, residents or businesses need to give permission (like agreeing to have their storefront shown or to accommodate cable runs on their property). Make sure all these consent forms are collected and stored. In essence, you create a paper trail for everything: from initial location agreements to final wrap acknowledgments. If anyone needs a copy of a contract or a permit at a moment’s notice, you can produce it.
Information distribution: Create and distribute key information lists and schedules for the locations department. One of these is the location list – a master list of all locations being used in the production, including addresses, point-of-contact info for each site, dates of use, and any special notes (like “day shoot only” or “has generator on site”). You keep this updated as locations are added or changed, and circulate it to department heads and the production office so everyone is on the same page. Another is the recce schedule: when the team is going on location scouts (recces), you help compile the schedule of what locations will be visited, when, and who is attending, then send that out to relevant crew (like the director, DP, designer, etc.). Basically, any document or list that summarizes location plans – you likely have a hand in preparing and sharing it.
Permissions and clearances log: Maintain a detailed log of all permissions, permits, and clearances related to locations. This includes things like filming permits from city authorities, traffic management approvals, parking suspension notices, road closure orders, and any other official clearance needed. As an example, if the production needs to hold parking spaces on a street, you log the permit number, what dates/times it covers, and any conditions. If using a drone at a location, you note the drone permit and clearance from aviation authorities. You also track police or fire department notifications. Essentially, for every bit of red tape the location department deals with, you’re the one who keeps the master spreadsheet of what’s been obtained, what’s pending, and any key conditions. If a permit has an expiration or a time window (like a road can only be closed between 10am-4pm), you highlight that for the team. By monitoring this, you ensure the production is always in compliance and nothing is done without the proper paperwork in place.
Incident and security reports: Collate and store reports about any security breaches or incidents at locations. For instance, if a neighbor wandered onto set and caused a delay, or if there was a theft or damage incident, the location team might create a report. You gather these documents and keep them organized (they might be needed later for insurance or for debriefs). You may even help draft some of these reports if the location manager needs support – writing down what happened, who was involved, and what was done. Keeping an archive of such incidents helps the team learn and also protects the production legally by documenting that issues were addressed.
Insurance and claims: Monitor location-related insurance matters. You keep copies of the production’s insurance certificates and make sure they cover each location (sometimes a location owner will need to be listed as “additional insured” – you’d handle coordinating that with the production’s insurance provider and then send the proof to the owner). If any insurance claims arise (say a claim for property damage), you track the status of those: ensuring all necessary evidence and paperwork are passed to the insurance company and noting the resolution. Basically, you act as the point person for the intersection of locations and insurance, making sure coverage is adequate and any claims are processed.
Damage tracking and complaints: Log any damage reports or complaints related to locations. If a location owner or a member of the public files a complaint (like noise complaint, or a claim that the production caused some damage), you record the details. You might coordinate the response as well: scheduling repair work or cleaning, and then noting when the issue was resolved. This log ensures that from the production’s side, no complaint is left unaddressed. It also provides a record in case these issues come up in later discussions or require follow-up after production wraps.
Budget monitoring: Work closely with the location manager to track the location department’s budget. You update spreadsheets or budget software with actual expenditures, categorize them (fees, travel, staff, supplies, etc.), and compare against the allocated budget lines. If expenditures are creeping up, you flag this to the location manager. You might prepare financial reports or summaries for production meetings – e.g., “Location Department spent X amount this week, Y% of the total budget, with Z in permits and so on.” By keeping this financial log, you help avoid surprises in costs and assist in keeping spending on target. You also liaise with the production accountant or accounts department: providing them with copies of receipts, invoices for location fees or services, and helping reconcile any differences in records.
Purchasing and payments coordination: Handle purchase orders, invoices, and payments for the location department. For example, if the location team needs to rent a parking lot or pay a location fee, you will raise a purchase order number, ensure the vendor/owner sends an invoice, and then process that invoice for payment through the production’s accounting system. You keep a ledger of all POs and invoices related to locations to ensure payments are made on time. If some location owners require deposits or advance payments, you coordinate those as well. Basically, you’re the go-between for the location department and the accounting office, making sure vendors get paid and that all transactions are documented.
Supplier coordination: Collect and record quotes and agreements from suppliers providing location-related services (like portable toilet rentals, cleanup services, traffic management companies). Confirm that each chosen supplier’s terms (cost, what’s provided, dates of service) are clearly agreed upon in writing (usually via email or contract). If the location manager or unit manager has sourced quotes, you file those and note the decisions. You might also handle sending out purchase orders to confirm bookings with these suppliers. Monitoring deliveries and pickups is part of it too – you keep a calendar or tracking sheet of when each supplier is coming and going, so nothing is missed (for example, knowing that the fencing rental for Location A should be picked up the day after wrap, and if not, prompting a call).
Stock and equipment logs: Help monitor equipment and stock levels that the location department uses. For instance, you may keep an inventory of signs, floor mats, cones, or other materials owned by the production: how many are in use at which location, how many are in storage, etc. If something is running low (like cleaning supplies or batteries), you let the team know or reorder as necessary. Post-shoot, you might coordinate the return of rented gear by checking against your inventory lists that everything that should go back has been accounted for.
Crew logistics info: Coordinate administrative details for the location crew. This includes ensuring that all location department crew members have the necessary credentials (like location work permits or certifications if needed), and that their paperwork (start forms, contracts) is in order with HR. You might also handle booking marshals or additional support staff on certain days: e.g., the location manager says we need 5 freelance marshals on Saturday – you book them, confirm their call times, and ensure they submit timesheets. Then you chase and log those timesheets and any overtime, passing them to accounting for payment. Keeping track of crew availability and scheduling is often part of your remit so the location department is never shorthanded.
Movement orders and crew communication: Create and disseminate movement orders – these are documents (often maps or directions) that show how to get to locations, where to park, and how the unit base connects to set. You compile these with input from the location manager and unit manager, then ensure they’re given out to the crew (sometimes included in call sheets or emailed). If there are changes in plan (say the crew needs to park in a different lot on Day 2), you make sure an updated movement order or memo goes out. Additionally, you set up efficient communication systems: perhaps a WhatsApp group for the location team or a call-in number for crew to check parking info, etc. Part of your job is making sure updates about locations (schedule changes, new rules, weather issues affecting a location, etc.) are quickly communicated to all who need to know – which could involve sending out email updates, texts, or updating a shared digital platform that crew members use.
Continuous schedule monitoring: Keep an eye on the production schedule and how it affects location needs. You update the location department’s calendars and databases when there are schedule revisions, and double-check that any such changes are reflected in all your documents (permits, crew call info, etc.). For instance, if scene 25 (at Location X) moves from Monday to Wednesday, you’d confirm that the permit for Location X covers Wednesday, notify the security company of the date change, ensure the location owner is okay with it, and update all internal schedules. You’re like the air-traffic controller for information – making sure every change is logged and communicated.
Health and safety records: Store and manage health & safety files for the locations department. This includes maintaining copies of all risk assessments, safety certificates, and any location-specific safety plans (like fire safety plans for a building or crowd management plans for a public scene). You organize these so that if someone needs to see the risk assessment for Location Y, you can provide it immediately. You also ensure that health and safety practices are documented: for example, if a safety meeting occurred regarding a location, you might file the minutes or notes. And you remind the team of compliance: if an H&S document requires, say, notifying residents about a simulated gunshot noise, you make sure that notification indeed goes out. Essentially, you help the team stay on top of all safety-related admin and ensure records are kept in case they’re needed for legal or review purposes.
Key Skills and Attributes:
Extreme organization: A location coordinator must be highly organized. You’ll likely be dealing with volumes of documents and data (contracts, permits, schedules, budgets) and it’s crucial to file and manage them in a way that nothing gets lost and you can retrieve information at a moment’s notice. Whether using spreadsheets, databases, or old-fashioned binders, you have a system for everything. Your to-do lists have to-do lists! This ensures that, for example, a permit deadline isn’t missed or a payment doesn’t slip through unpaid.
Attention to detail: Detail-oriented to the max. Small errors in paperwork can cause big problems, so you have a keen eye for catching mistakes or omissions. You check and double-check that forms are complete, dates are correct, and all needed signatures are there. In budgeting, you reconcile down to the penny. In schedules, you verify that all addresses and times are accurate. This precision keeps the department running like a well-oiled machine.
Multitasking and time management: Able to juggle multiple responsibilities and deadlines. On any given day, you might be updating the budget, drafting a letter to residents, and circulating a location schedule – all while fielding calls from crew or officials. You need to prioritize tasks effectively, tackling urgent matters (like an immediate permit issue) while scheduling routine duties (like weekly cost reports) so they don’t get forgotten. Being good at time management means you can handle a high workload without letting papers pile up unanswered.
Communication: Strong communication skills, especially written. A lot of your job involves writing emails, letters, and documents: you should be able to convey information clearly, professionally, and in a friendly manner. Whether you’re explaining parking arrangements to the crew or requesting a permit extension from a city office, your written communication should be concise and effective. Verbal communication is also key; you often act as the information hub, so you need to articulate details to others accurately – for instance, briefing the location manager about which payments are outstanding or telling a production coordinator the status of a permit. Good phone and interpersonal skills help when chasing up documents or dealing with vendors, too.
Computer and office proficiency: You’ll likely be using spreadsheets, word processors, and possibly specialized scheduling or budgeting software daily. Being very comfortable with these tools is essential. You might need to maintain formulas in Excel for budget tracking, manage a digital filing system for documents, or update collaborative calendars. Additionally, being quick to learn any industry-specific software (like MovieMagic Scheduling or others) is a plus. Essentially, strong general IT and office admin skills are required so you can work efficiently and help the team stay organized with the aid of technology.
Discretion and professionalism: In your role, you may handle sensitive information – like confidential location contracts, private contact info, or possibly details about cast/crew movements. Maintaining discretion is important; you keep information secure and share it only with those who need it. Professionalism also means being the steady, reliable presence: you’re in the office making sure everything is in order even when the team on set is in chaos. You represent the locations department in communications with outside entities (like councils or vendors), so you uphold a courteous, businesslike demeanor that reflects well on the production.
Team collaboration: While your job is somewhat independent, you’re still part of the locations team. Teamwork in this context means being responsive to what the location managers and unit managers need. If they’re slammed on set, you proactively handle the office side. You’re approachable for your colleagues – if an assistant needs a copy of a permit quickly, you help out without hesitation. And you coordinate with other departments’ coordinators or secretaries (production, accounting, etc.), which requires a cooperative attitude. You all rely on each other’s information, so being friendly and reliable makes that cooperation smoother.
Problem-solving: Even though you’re dealing with paperwork, problems can and will arise – a lost contract, a suddenly unavailable location that requires scrambling through paperwork for a backup, a permit that comes with unexpected conditions, etc. You should be a solution-oriented thinker. Rather than just flagging an issue, you suggest fixes: “We’re missing that signed page, but I’ve emailed the owner and arranged a courier to get it by tomorrow.” You often serve as the troubleshooter for administrative snags, figuring out how to get things back on track quickly.
Adaptability: Production environments are dynamic. One week you may have a clear schedule, the next everything changes (new location added, or a location dropped). You need to adapt quickly to changes – reorganizing your filing and schedules with each shift, and updating all documents accordingly. Also, sometimes you might be called to help on set or do tasks outside your usual scope – being flexible and willing to pitch in (even if it’s, say, helping direct a crew van that arrived at the office) is valuable in a production setting.
Calm under pressure: Deadlines for permits or last-minute script changes that add a new location can create pressure spikes. A good coordinator stays calm and systematic under these pressures. Rather than panic, you go down your checklist: “Alright, new location – need contract template, insurance certificate, resident letters… let’s do this.” Your calm efficiency can be a reassuring contrast to the frenzy that sometimes occurs on the creative side.
Integrity and ethics: Just as with all roles, being ethical and trustworthy is crucial. You’re handling money (invoices, petty cash reimbursements) and sensitive agreements – accuracy and honesty are paramount. You also foster an inclusive, respectful atmosphere in the office: treating everyone (from an intern to a line producer) with equal respect and maintaining professionalism in all interactions.