Overview
Data & Equipment Coordinator is responsible for managing on-set data workflows, ensuring safe and verified transfer of camera footage, and overseeing the allocation, maintenance, and tracking of camera and recording equipment. The role ensures footage is safely processed, equipment is ready for production, and supports sourcing additional equipment through external rental vendors when required.
Key Responsibilities
Data Operations
- Offload camera media from memory cards, SSDs, and recording devices during shoots and events.
- Perform checksum-verified backups to designated storage systems.
- Maintain organized folder structures and adhere to project-specific naming conventions.
- Provide quick turnaround of footage to editing teams.
- Monitor storage capacity and data transfer speeds.
- Troubleshoot data transfer or drive errors on-site.
- Coordinate with post-production teams to ensure media availability.
Camera & Equipment Management
- Prepare camera kits, SSDs, batteries, and accessories for shoots.
- Manage inventory of cameras, lenses, SSDs, recorders, batteries, and accessories.
- Track equipment issuance and returns using asset management tools.
- Ensure proper storage, handling, and transportation of equipment.
- Perform routine equipment checks before and after shoots.
- Report damages, malfunctions, or missing items.
- Coordinate equipment preparation for upcoming projects.
- Maintain charging cycles and readiness of batteries and media drives.
Data Management & Compliance
- Ensure footage is copied to central storage servers after events.
- Follow defined data retention and backup policies.
- Maintain logs of data transfers and equipment handovers.
- Support retrieval of archived footage when requested.
- Adhere to company data security and access policies.
Rental & Market Coordination
- Support sourcing of additional camera or data equipment through approved rental vendors when in-house stock is insufficient.
- Assist in obtaining rental quotations based on shoot requirements.
- Coordinate pickup and return of rented equipment.
- Ensure rented kits are checked before and after use.
Required Skills & Qualifications
- 2–4 years of experience working with rental houses or production suppliers.
- Familiarity with professional camera and storage equipment.
- Experience handling professional camera equipment.
- Strong understanding of camera recording formats and storage media.
- Familiarity with NAS / shared storage environments.
- Knowledge of Premiere Pro / DaVinci Resolve / Final Cut Pro media workflows.
- Basic IT troubleshooting knowledge.
- Ability to follow structured workflows and checklists.
- Familiarity with Mac file systems and data transfer tools.
- Basic understanding of networking and storage systems.
- High attention to detail and an organized working style.
- Ability to work in time-sensitive production environments.
Working Conditions
- On-site at shoots, events, and office data rooms.
- Requires flexible hours based on production schedules.
