Full Time Job

Project Coordinator

Visual Data Media Services

Remote / Virtual 09-16-2021
  • Paid
  • Full Time
  • Mid (2-5 years) Experience
Job Description

We currently are searching for a Project Coordinator, in our Language Services department, located in Burbank, California.

This role is benefits eligible, including Medical, Dental, Vision, Life Insurance and 401K with company match. Paid vacation, sick and holidays.

Summary:  The Project Coordinator supports the Language Services Department by assisting the Director with assessing project requirements well in advance, including language resources, quality, and capacity. The Project Planner determines if a project is within scope of our capacity and cost thresholds, advises if additional time or resources may be needed, and assigns projects to pre-defined workflows for the Project Coordination teams to implement.

Essential Duties and Responsibilities:

  • Key responsibility is to ensure projects are clearly assessed for viability and workflow requirements against capacity, quality and timelines
  • Assist other department heads to ensure plans are implemented across all internal and external teams
  • Create and publish clearly defined workflows for all project types and language pairs
  • Contribute to the increased throughput of the department
  • Support the team to come up with alternative action plan for projects that experience delays or issues
  • Aid Vendor Manager with identifying areas where additional resources are required to increase throughput
  • Support training initiatives to improve quality and adherence to the various workflows
  • Auditing of processes to ensure they are providing the benefits that were anticipated
  • Work with international internal personnel as well as vendors and translators
  • Represent the quality aims of the department and ensure excellent communication with other departments
  • Uphold strong relationship with operations in Burbank, London, Bangalore and with worldwide Language Teams.
  • Understand client specs and provide guidance to make sure all needs are met
  • Maintain an awareness of Visual Data’s culture and ensure that we are working towards the company’s core values and mission statement
  • Represent and uphold all operational processes, policies and procedures and maintain an exceptional level of service for our customers
  • Maintain a high level of service for our customers
  • Identify and report any issues to the account executive
  • Review redelivery requests and provide a response for the client
  • Monitor service due dates to ensure all deliveries are made on time
  • Review all completed Media Orders for Caption and Localization department
  • Assist with creating Purchase Orders as needed
  •  Provide information and/or reports when requested and resolve all requests quickly and accurately
  • Provide daily status reports on all projects
  • Perform other related duties as assigned or related to position

Education and Experience:

  • 2+ years of subtitling, scripting, captioning and / or translation coordination experience required
  • Previous experience of dealing with project management within Localization, preferably with experience of deliveries to digital platforms
  • Previous experience of dealing with international stakeholders
  • Previous experience as a translator, English editor, or project coordinator within Localization and Subtitling preferred
  • A strong understanding of the standard subtitling creation and reformatting workflows required
  • Previous experience of dealing with customers, internal and external
  • Ability to review and understand technical specs
  • Results oriented with strong attention to detail
  • Excellent interpersonal and both written and verbal communication skills
  • Strong multi-tasker with experience in organizing and managing multiple projects and priorities
  • Strong ability to work unsupervised, at a fast pace in a calm and collected manner
  • Ability to problem solve quickly, make decisions based in limited information and take corrective action as needed
  • Ability to manage client expectations and juggle multiple priorities
  • Ability to identify areas of improvement and inefficiency


  • Ability to read, write, speak and understand English
  • Knowledge of television production equipment and software is required
  • Knowledge of studio-based production and post production techniques required
  • Understanding of technical workflows is required
  • Positive, collaborative and unselfish interpersonal skills with strong verbal, written communication skills, including the ability to effectively convey requests and ideas to editors, graphic and audio designers, talent, etc., are required
  • Strong understanding of the organization’s goals and objectives
  • Willing and able to learn, understand, and grow with the business
  • Team-oriented in a highly collaborative environment
  • Can conform to shifting priorities, demands and timelines
  • Flexible during times of change
  • Ability to present ideas in user-friendly language
  • Able to execute tasks in a high-pressure environment
  • Desire to mentor and train less experienced/junior to mid-level employees
  • Proficiency in Word & Excel with basic math skills
  • Good organizational and project coordination skills are necessary, including the ability to compile materials. Good problem solving skills and the ability to multitask and work effectively under changing priorities and time constraints
  • Willingness to work nights, weekends, flexible hours, work on location, etc


  • Knowledge of business and customer service and service methods
  • Skill in understanding written sentences and paragraphs in work related documents
  • Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
  • Skill in communicating effectively in writing as appropriate for the needs of the audience
  • The ability to work independently at tasks that require concentration
  • Language and communication skills to receive instructions, follow directions, and work both productively and safely

Jobcode: Reference SBJ-d28ko7-3-80-3-192-42 in your application.