Art Coordinator

The Art Department Coordinator plays a critical role in supporting the day-to-day operations of the Art Department across all Smosh productions. Reporting to the Stage Manager, this position blends organization, logistics, and hands-on production support to ensure the department remains prepared before, during, and after every shoot. Ideal for someone who thrives in a fast-paced creative environment, enjoys solving logistical challenges, and takes pride in building systems that help productions run smoothly. Core Competencies - Operational Excellence – Maintains inventories, systems, documentation, and departmental processes with accuracy and consistency. - Clear Communicator – Keeps Art, Production, and freelance teams aligned through timely updates, strong organization, and proactive follow-through. - Organized Executor – Manages multiple priorities simultaneously while tracking deadlines, assets, vendor relationships, and departmental needs. - Adaptable Contributor – Comfortable balancing administrative responsibilities with hands-on production support in a constantly evolving production environment. - Resourceful Problem Solver – Anticipates challenges, identifies solutions, and helps keep productions moving efficiently. Key Responsibilities - Department Operations – Coordinate calendars, expense tracking, shared drive organization, freelance administration, and other systems that support the day-to-day needs of the Art Department. - Inventory Management – Maintain prop, set decoration, and departmental inventory systems, ensuring assets are organized, accurately tracked, and production-ready. - Vendor & Rental Coordination – Establish and maintain vendor relationships, manage rental paperwork, and coordinate pickups, returns, and related logistics. - Support Shoot Prep & Wrap – Coordinate inventory pulls, stage resets, studio organization, asset returns, and other production support activities before and after shoots. - Facilities & Safety Support – Assist with safety sweeps, workspace organization, and operational readiness across department workspaces, storage areas, and stages. - Production Resources & Documentation – Create and distribute production folders, breakdown templates, and other materials that support efficient project execution. Preferred Qualifications - 2–4 years of experience in production coordination, art department operations, events, or a related field - Experience managing inventories, vendors, rentals, and production logistics - Strong organizational skills with exceptional attention to detail - Comfortable working in a fast-paced production environment with shifting priorities - Proficiency in Google Workspace and digital file management systems - Ability to collaborate effectively with staff, freelancers, and cross-functional production teams - Known for follow-through, adaptability, problem-solving, and a positive, team-oriented mindset