Podcast Coordinator

DREAM THREE; New York (NY); Hybrid; USD 28,000 - 48,000; Part time

Job summary

A multi-platform story studio is looking for a Podcast Coordinator to manage production tasks including booking, equipment setup, and publishing. Ideal candidates have at least 1–3 years of experience in content production, excellent attention to detail, and strong communication skills. This part-time position offers a flexible schedule and opportunities for growth, located in the NYC area.

Qualifications

• 1–3+ years in podcast/audio or content production coordination.
• Comfort with remote recording platforms and basic audio workflows.
• Calm, proactive problem-solver who keeps sessions on track.
• Detail-driven approach to show notes, metadata, releases, and asset hygiene.

Responsibilities

• Manage the booking pipeline and coordinate scheduling.
• Set up and operate recording equipment for sessions.
• Publish episodes and ensure quality assurance.
• Publishing & QA: Prepare metadata packages for approval. Publish to distribution platforms per schedule. QA links, loudness, artwork, episode numbering, ad markers, and end screens; update trackers same day.
• Deliver 5–10 timecoded clip selects per episode to Social within 48–72 hours of final. Maintain the social content calendar with the Social Media Manager and approvals.
• Admin, Finance & Compliance: Maintain Airtable/Asana dashboards; vendor onboarding (W-9/W-8BEN) and invoice routing; maintain E&O log, music cue sheets, and third-party clearances.

Skills

Attention to detail

Communication

Problem-solving

Time management

Basic editing knowledge

Tools

Airtable

Asana

Descript

Adobe Premiere

Dropbox

Riverside

Zoom

Descript

Adobe Premiere

Frame.io

Spotify for Podcasters

Apple Podcasts Connect

YouTube Studio

Job description

Overview

Hours: ~15–25 hrs/month baseline; up to 25–40 hrs during year-end or active productions.

Location: Hybrid NYC-based

Dream Three is an award-winning, multi-platform story studio working across film, TV, theater, music, publishing, and immersive. We pair a sharp competitive edge with a deeply collaborative culture, where radical candor, craftsmanship, and integrity are non-negotiable.

About the Podcast

A new podcast hosted by a Broadway star and a prominent sci-fi voice actress. Through candid conversations, special guests, and behind-the-scenes stories from show business and pop culture, the show will entertain and inspire. With live events and on-location recordings at conventions like San Diego Comic-Con.

Role Overview

We’re seeking a hyper-organized Podcast Coordinator who owns the production machine end-to-end—booking, confirmations, releases, file traffic, publishing, and QC—so creative can focus on content and growth. If you love checklists, communicate clearly, and keep promises under pressure, you’ll thrive here. There is room to expand responsibilities as we scale, based on performance and company needs.

Key Responsibilities

• Manage the booking pipeline: holds, confirmations, reschedules, and time-zone coordination. Send calendar invites with agenda/run-of-show links. Collect headshots, bios, and links. Ensure signed releases and tech confirmations ahead of record.
• Set up, test, and operate recording equipment (microphones, cameras, lighting). Take notes during recording sessions for editing reference and show notes. Troubleshoot minor technical issues alongside the producer. Plan and execute live podcast events, panels, and meet-ups. Capture behind-the-scenes photos and videos for promotional use.
• Ingest and organize raw files; enforce file taxonomy and naming in Dropbox. Create projects in Descript/Frame.io. Route materials to editor/mixer and track statuses and deadlines in Airtable/Asana.
• Publishing & QA
  • Prepare metadata packages (titles, descriptions, tags, chapter markers, thumbnail handoff) for approval. Publish to distribution platforms per schedule. QA links, loudness confirmation from Post, artwork, episode numbering, ad markers, and end screens/cards; confirm distribution and update trackers same day.
  • Deliver 5–10 timecoded clip selects per episode to Social within 48–72 hours of final. Maintain the social content calendar with the Social Media Manager and get approvals from decision makers in advance. Track sponsor deliverables (reads, flighting, proof-of-performance) and archive receipts.
• Admin, Finance & Compliance
  • Maintain Airtable/Asana dashboards; keep statuses current; drive checklists to green. Vendor onboarding (W-9/W-8BEN) and invoice routing; submit expense receipts to the Financial team. Maintain the E&O log, music cue sheets, and third-party clearances. Keep the episode bible updated (guests, topics, links, asset paths, usage rights).

Tools You’ll Use

Airtable, Asana, Slack, Google Workspace, Dropbox, 1Password, Riverside, Zoom, Descript, Adobe Premiere, Frame.io, Spotify for Podcasters, Apple Podcasts Connect, YouTube Studio.

What You’ll Bring

• 1–3+ years in podcast/audio or content production coordination (or adjacent production office roles)
• Impeccable attention to detail, follow-through, and written communication; you live in checklists and hit deadlines.
• Comfort with remote recording platforms (Riverside/Zoom) and basic audio workflows (Descript/Premiere).
• Detail-driven approach to show notes, metadata, releases, and asset hygiene.
• Calm, proactive problem-solver who keeps sessions and deliveries on track.
• Bonus: light editing chops (Descript/Premiere), YouTube upload/packaging familiarity, live taping support.

Additional Details

• Availability: Part-time; flexible schedule with occasional evening/weekend needs tied to weekly recording sessions and launches. Opportunity for growth.
• Location: NYC-based, hybrid work arrangement.
• Travel: Local in-person production in NYC; potential out-of-town travel for events.
• Work Authorization: Must be legally authorized to work in the U.S.

Details

• Seniority level: Entry level
• Employment type: Contract
• Industries: Entertainment Providers