Production Studio Coordinator [AQ-22346]

Aquent; New York (NY); On-site; USD 90,000 - 130,000; Full time

Job summary

Aquent is seeking a Studio Operations Leader to orchestrate a high‑performing creative studio environment. You will oversee bookings, scheduling, and cross‑functional collaboration, ensuring seamless production workflows and exceptional client service across global brand communications.

You will drive data-informed decisions with quarterly scorecards, manage a team of production assistants, and partner with equipment/Facilities to maintain asset integrity and safety.

Qualifications

• Bachelor’s degree preferred in film/TV/communications or related field.
• Experience in studio management or production workflows.
• Ability to synthesize datasets into actionable operational insights.
• Proficiency with Microsoft PowerPoint for presentations/reports.
• Experience using booking/resource management systems (e.g., WebCheckout).
• Proven leadership to manage and mentor staff.
• Excellent organizational/time management and ability to handle multiple projects.
• Strong interpersonal/communication skills for diverse clients and teams.
• Proactive, solution-oriented with client-satisfaction focus.
• Passion for beauty/fragrance/skincare.
• Physical ability to lift up to 25 lbs and stand/walk during setups.

Responsibilities

• Manage all studio bookings/scheduling; optimize resource allocation and prevent conflicts.
• Use WebCheckout to track activity and optimize workspace.
• Drive internal communications, newsletters, and executive presentations.
• Generate quarterly scorecards and utilization reports to drive improvements.
• Oversee production assistants; coordinate tasks, staff, and workflows.
• Bridge cross-functional teams with external production partners; ensure client satisfaction.
• Collaborate with Equipment Manager; oversee maintenance and inventory of studio assets.
• Track financials for studio operations; manage expenses up to $225K.
• Maintain daily studio functionality, logistics, inventory, and operational standards.
• Enforce policies; coordinate with service partners for uninterrupted operations.
• Manage end-to-end site logistics including freight/courier deliveries.
• Gatekeeper for facility security; manage guest access and COI compliance.

Skills

Studio management

Leadership

Organizational skills

Communication skills

Problem solving

Data insights

PowerPoint

Booking systems

Client service

Education

Bachelor's degree in Film, TV, Communications or related field

Tools

WebCheckout

Job description

Aquent is thrilled to partner with a global leader in the beauty, fragrance, and skincare industry. This innovative organization is renowned for its commitment to bringing creative visions to life, standing at the forefront of content production. Leveraging state-of-the-art facilities, they craft compelling narratives and stunning visuals that captivate audiences worldwide, defining the future of beauty communication.

Are you a highly organized and motivated leader passionate about orchestrating seamless creative operations? We are seeking a dynamic individual to become the linchpin of our cutting-edge studio environment. In this pivotal role, you will directly impact the efficiency and success of our creative content production, driving innovation and fostering an environment where creativity thrives. You will blend operational excellence, strategic facility management, and high-touch client service to ensure every project runs flawlessly, bringing stunning creative visions to life and leaving a tangible mark on our global brand presence.

What You Will Do

• Manage all studio bookings and scheduling, optimizing resource allocation, preventing conflicts, and maximizing studio utilization. Proactively communicate booking confirmations, changes, and critical details to clients and internal teams.
• Utilize booking systems like WebCheckout to track activity and continuously optimize workspace to meet evolving user needs.
• Drive studio transparency and brand engagement through consistent internal communications, including monthly newsletters and frequent executive-level presentations.
• Leverage data to generate actionable quarterly scorecards and utilization reports, analyzing usage trends to identify operational efficiencies and drive continuous improvement.
• Oversee production assistants, managing daily tasks, coordinating workflows, and scheduling staff to ensure comprehensive support for all studio operations.
• Serve as the strategic bridge between diverse cross-functional teams, internal stakeholders, and external production partners. Proactively consult on project requirements, anticipate client needs, and maintain exceptional service standards to ensure client satisfaction and project success.
• Collaborate with the Equipment Manager to ensure all studio assets are maintained to industry-leading standards, overseeing technical maintenance, inventory accuracy, and proactive coordination of repairs and upgrades.
• Track and maintain accurate financial records for studio operations, including equipment orders and day-to-day operational expenses, managing within an approval threshold up to $225K.
• Oversee daily studio functionality, encompassing facility logistics, inventory management, and the implementation of clear operational standards.
• Maintain a clean, organized, and audit-ready environment by enforcing studio policies and coordinating with external service partners to ensure uninterrupted operational excellence.
• Manage end-to-end site logistics, including coordinating complex freight and courier deliveries.
• Act as the primary gatekeeper for facility security by managing guest access protocols and mitigating operational risk through strict verification and compliance management of vendor Certificates of Insurance (COI).

Must-Have Qualifications

• Bachelor’s degree in Film, Television, Communications, or a similar related field is preferred.
• Proven experience in studio management or a related role within the media production industry, with a strong understanding of production workflows, equipment, and terminology.
• Demonstrated ability to synthesize complex datasets into actionable operational insights, identifying patterns and trends to inform strategic planning, performance improvements, and resource optimization.
• Proficiency in Microsoft PowerPoint for creating engaging presentations and reports.
• Substantial background in studio or production management, with proven ability to leverage booking and resource management systems (e.g., WebCheckout) to optimize workflow and scheduling.
• Proven leadership experience, including the ability to manage, staff, and mentor production assistants.
• Exceptional organizational and time management skills, capable of managing multiple projects simultaneously and meeting tight deadlines.
• Excellent interpersonal and communication skills, with the ability to build strong rapport with diverse clients and colleagues.
• Strong problem-solving abilities to handle unexpected challenges in a fast-paced, high-pressure environment.
• A proactive, solution-oriented approach with a strong commitment to client satisfaction.
• A genuine passion for beauty, fragrance, and skincare.
• Physical Demands: Ability to lift and carry up to 25lbs of equipment, and comfort with extended periods of standing and walking during studio setups and operations.

Nice-to-Have Qualifications

• Experience with live streaming production workflows and technical setup.

Client Description

Global beauty company specializing in cosmetics, skincare, haircare, and fragrance. Operates with a strong focus on innovation, sustainability, and diversity, offering workers opportunities to work with leading brands, cutting-edge research, and a fast-paced, dynamic environment. The company values creativity, entrepreneurship, and professional growth, making it an exciting place for those passionate about beauty, marketing, science, and digital transformation.