Coordinator, Media Operations

Position Summary The Coordinator, Media Operations supports the daily coordination, scheduling, recording, monitoring, quality control, recovery and timely delivery of media for multiple clients and distribution destinations. A significant focus of the role is the Records workflow, including interpreting client record orders, validating source and schedule information, coordinating primary and backup recording paths, monitoring active recordings, segmenting and QC of completed records, processing refeeds and replacement files, and escalating recording-system incidents. The Coordinator maintains accurate operational documentation and helps provide continuity across shifts and locations.

Key Responsibilities

· Coordinate daily media-processing priorities across ingest, Records, segmentation, QC, editing and delivery workflows. · Monitor asset and recording status, identifying missing materials, metadata discrepancies, schedule conflicts and risks to established timelines. · Maintain accurate workflow and status information in Mediatracker and other approved operational systems. · Prepare clear shift reports and handoffs covering completed work, outstanding items, incidents, refeeds, exceptions and required follow-up. · Communicate discrepancies, delays and errors through approved channels and escalate service risks to management and supporting teams. · Support standardized procedures, checklists, training and continuous-improvement activities across Media Operations. Records Workflow Responsibilities · Review and interpret client record orders; confirm air date, duration, requested source and source availability before scheduling the record. · Create and maintain scheduled records in Lightspeed or other approved recording systems, and document client, date, time, duration, source and house-ID details in operational tracking tools. · Coordinate OTO and other source-order requirements with TOC and internal teams, communicate record setup details, and maintain accurate order and handoff documentation. · For backup records, verify iTX station and port availability and coordinate alternate recording or distribution paths when the requested resource is unavailable; escalate Ingest Manager or port issues to Engineering when intervention is required. · On record day, verify the required source and perform or coordinate routing through the HUB router/frame-sync environment while protecting recordings already in progress. · Actively monitor scheduled recordings to confirm successful start and finish, verify the correct system and segmentation destination, and monitor for producer or client refeed requests. · Segment, trim, export, QC and distribute completed recordings using Vantage, Glim, iTX or other approved systems. Check completeness, timing, audio, video, closed captioning and other technical quality requirements before release. · Process local-station and OTO recordings, including records requiring segmentation within iTX, and validate supplied segmentation information before distribution. · Coordinate refeeds and replacement recordings by locating an available recording source, scheduling the replacement, coordinating routing, processing replacement segments and communicating revised versions to downstream teams. · Recover or recreate failed records in accordance with established procedures, including re-recording, local iTX recovery, coordination with Media Workflows and purging affected segments before revised content is distributed when required. · Perform full re-QC of replacement or revised files when required, ensuring the complete file remains usable and technically compliant rather than reviewing only the corrected portion. · Report and track Vantage, Lightspeed, iTX, Ingest Manager and related recording-infrastructure issues through Teams/email and coordinate with Media Workflows, Broadcast Engineering, management and clients through recovery. · Maintain detailed incident documentation covering record failures, routing issues, source problems, refeeds, recovery actions and unresolved risks for the next shift or supporting team. Required Experience and Qualifications · Associate or bachelor’s degree in broadcasting, media, communications or a related field, or equivalent relevant work experience. · Minimum of two years of related experience in broadcast, media operations, ingest, content processing, quality control, master control, post-production or a comparable environment. · Working knowledge of file-based media workflows, common media formats and server-based ingest or recording systems. · Ability to coordinate multiple priorities and time-sensitive deliverables in a high-volume operational environment. · Strong written and verbal communication skills, including clear handoffs, client communication and technical escalation. · High attention to detail, accuracy and data integrity, with the ability to work effectively under pressure. Preferred Experience · Hands-on experience with record scheduling, source routing, recording monitoring, segmentation, QC, refeed processing and failed-record recovery. · Familiarity with Lightspeed, Vantage, Glim, iTX, Ingest Manager, HUB routing/frame-sync environments or comparable broadcast recording and processing systems. · Experience coordinating technical incidents with Media Workflows, Broadcast Engineering, TOC and client-facing operational teams. · Experience using Mediatracker or a comparable media-operations tracking system. · Familiarity with media metadata, closed captioning, audio/video quality standards and client-specific delivery requirements. Core Competencies · Operational coordination and prioritization · Client focus and service ownership · Problem solving and timely escalation · Process discipline and documentation · Cross-shift and cross-functional communication · Quality, accuracy and attention to detail Work Requirements · Ability to work a shift-based schedule that may include evenings, overnights, weekends and holidays based on business needs. · Ability to remain focused while managing concurrent, deadline-driven recording and delivery workflows. · Ability to work independently and as part of a geographically distributed team. · Ability to work with multiple priorities and time-sensitive deliverables in a high-volume, high-pressure operational environment.