Remote Visual Effects Coordinator

Refuge Visual Effects; New York (NY); On-site; USD 52,000 - 72,000; Full time

Job summary

Refuge Visual Effects is seeking a detail-oriented Coordinator to support daily production operations in an in-office role. You will manage data, turnovers, and asset deliveries while keeping ShotGrid updated and accessible to the team.

You will closely collaborate with Production Manager, Producers, and VFX Supervisors to ensure tasks move smoothly, communications stay clear, and timelines remain on track.

Qualifications

• 1–3+ years of experience in production, post-production, or VFX coordination.
• Strong organizational skills and attention to detail.
• Clear and proactive communication with team members.
• Experience with production tracking tools (ShotGrid, ftrack, Notion or similar).
• Proactive mindset and ability to follow through on tasks.

Responsibilities

• Maintain data and asset management, ensuring turnovers and deliveries are tracked.
• Build and maintain ShotGrid with client and internal data.
• Keep task statuses, notes, and assignments up to date.
• Coordinate daily team action items from rounds and meetings.
• Support deliveries and align project tracking with VFX Editor.
• Assist Production Manager with scheduling updates and task tracking.

Skills

Organizational skills

Attention to detail

Communication skills

Production tracking tools

Multitasking

Tools

ShotGrid

ftrack

Notion

Job description

In the land of craft beer, craft coffee, and craft doughnuts, we craft the visual effects of film and television, using tools of science to create pieces of art.

Refuge is an Emmy Award-winning visual effects studio based in Portland. A self-styled “Monster Shop,” we specialize in the creation of creatures, FX, and world-building that bring shows to life. Refuge is home to a team of skilled artists and producers committed to breakthrough work in visual effects. We thrive on creativity and collaboration, blending science with artistry to give talented professionals the opportunity to bring their ideas to life.

The Role

At Refuge, the Visual Effects Coordinator supports the day-to-day flow of production ensuring that information, assets, and communication move efficiently across the team.

This role works closely with the Production Manager, Producer, and VFX Supervisors, and is deeply embedded in the daily operations of a project. The expectation is not just to track tasks, but to actively support the team - keeping things organized, following up on details, and helping remove small issues before they become bigger problems.

Please note: This is an in-office role, no remote or hybrid work option will be available for this role.

What You'll Be Responsible For

Data & Asset Management

• Manage turnovers, plate ingestion, and client deliveries
• Track incoming and outgoing assets to ensure nothing is missed
• Help maintain clean, accurate data across the project

ShotGrid & Tracking

• Build and maintain ShotGrid (or equivalent) with client and internal data
• Keep task statuses, notes, and assignments up to date
• Ensure information is accurate and accessible to the team
• Send out work for vendor bids
• Track vendor communication, awards, and priorities
• Support Producer and Production Manager in managing vendor timelines

Daily Team Coordination

• Track daily action items from rounds, dailies, and meetings

Delivery Support

• Prep and organize client deliveries
• Ensure deliveries are complete, accurate, and on time
• Coordinate with VFX Editor to keep project tracking aligned

Production Support

• Assist Production Manager with scheduling updates and task tracking
• Help keep the project running smoothly on a daily basis

Key Responsibilities

• Keep day-to-day production operations organized and running smoothly
• Ensure accurate tracking of assets, tasks, and project data
• Support communication across artists, supervisors, and production
• Follow up on details and ensure nothing falls through the cracks
• Assist with deliveries, vendor coordination, and project logistics
• Support the Production Manager and broader production team

What We're Looking For

• Ability to commute and work in-office
• 1-3+ years of experience in production, post-production, or VFX (Coordinator or similar role)
• Strong organizational skills and attention to detail
• Clear and proactive communication skills
• Ability to multitask and stay focused in a fast-paced environment
• Experience with production tracking tools (ShotGrid, ftrack, Notion, or similar)
• A proactive mindset and willingness to follow through on tasks

Nice to Have

• Familiarity with asset workflows and delivery processes
• Interest in growing into Production Manager or Producer roles

Why This Role Matters

This role is the foundation of the production team. Coordinators are the connective layer that keeps information flowing, tasks moving, and teams aligned.

A strong Coordinator doesn’t just track what’s happening - they help make it happen. They bring organization, follow-through, and clarity to the day-to-day work, ensuring that projects run smoothly and that the team can focus on delivering great creative.