What are the responsibilities and job description for the Creative Coordinator position at Big Loud Records?
As the Creative Coordinator, you’ll support the day-to-day operations of our fast-moving creative department. The Creative Department is responsible for all visual and artistic elements of artist projects, including music videos, album artwork, and marketing assets, ensuring a cohesive and compelling brand identity. In this role, you’ll keep creative projects organized and on track by managing files, calendars, and cross-functional communication, while supporting coordination and project workflows to ensure everything runs smoothly behind the scenes. If you’re the kind of person who color-codes your calendar, thrives on keeping things running smoothly, and never lets a detail slip through the cracks, this role has your name all over it. We’re looking for someone organized, reliable, and on top of it all, who can keep information, schedules, files, and cross-team communication perfectly in sync.
What you’ll do:
- Maintain creative team calendars, schedules, and project visibility across ongoing campaigns and upcoming releases
- Attend recurring internal meetings and capture key updates so the creative team stays aligned on priorities, timelines, and next steps
- Organize and manage Box folders, file structures, permissions, and asset libraries across artist and department needs
- Support project tracking and task management in Monday.com and other internal systems
- Distribute weekly schedule and planning updates to relevant teams
- Coordinate administrative workflows including document routing, file storage, and team access management
- Upload and organize press images, artwork, and related campaign assets for internal use and external delivery
- Help ensure projects do not fall through the cracks by tracking follow-ups, flagging gaps, and maintaining organized systems
- Provide on-set support for shoots and productions several times per month, including light production assistance and coordination
- Assist with general department operations and cross-functional requests as needed
- Over time, support video production logistics such as budget tracking and shoot coordination, with training provided
What you must have:
- Prior office or coordinator experience in a fast-paced environment (could be some combination of internships)
- Strong organizational skills and close attention to detail
- Clear written and verbal communication
- Comfort managing multiple moving pieces at once
- Experience with Google Workspace, especially Google Sheets and Calendar
- Experience working in Box, Dropbox, or similar cloud-based file systems
- Experience using project tracking software such as Monday.com or similar tools
- Excellent follow-through and a habit of responding promptly and reliably
- Ability to work in person in Nashville and support video/photo on-set needs as required
What is nice to have:
- Experience supporting a creative, marketing, production, or entertainment team
- Familiarity with asset management, release tracking, or project coordination workflows
- Exposure to shoot production, call sheets, budgets, or vendor coordination
- Interest in learning more about production operations over time
What Success Looks Like in the First 6 to 12 Months
- Team calendars and release-related updates are accurate and consistently maintained
- The creative team has clear visibility into priorities, schedule changes, and project status
- Box folders, permissions, and assets are organized and easy to navigate
- Monday.com tasks and requests are tracked and responded to promptly
- Internal stakeholders feel informed and supported
- Fewer details fall through the cracks because operational follow-through is strong
- The role becomes a reliable support system for the broader creative team and video production function