Art Coordinator

Art Department 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

• 24 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