Overview of the role
A set decoration coordinator (SDC) works within the set decoration team, providing operational support to the set decorator (SD) and production buyer (PB). Set decoration
coordinators have a clear understanding of the set design research and development process and how to respond to the changing needs and demands of the production. They
also manage and mentor junior members of the team and assist with sourcing of props and materials working with the props master (PM).
Download the PDF version of this skills checklist:
Core responsibilities
These core responsibilities are provided as a guide and are not exhaustive. The exact responsibilities in a particular job will vary depending on the scale/budget band/genre of
the production.
- Interpret the brief and follow instructions from the SD on how to organise research
- Compile references and images from the SD into a shared library to distribute to set decoration crew
- Prepare presentations of references and images for meetings, as directed by the set decorator
- Communicate with the set decoration researcher for specific research tasks required, as directed by the SD
- Assist with research as directed by the SD
- At the start of a project, set up set decoration office with equipment such as copiers, paper and furniture, and be responsible for the wrap at conclusion as required
- Obtain latest production documents to aid planning for the department, including the shoot, set and strike schedules
- Create and maintain the set decoration calendar, sharing as required
- Assist with script breakdown as required by the SD
- Schedule department meetings liaising with the art department coordinator
- Ensure any scheduled meetings, presentations or deadlines are communicated to the entire team
- Coordinate team travel liaising with the production team
- Coordinate set decoration team office supplies and equipment as required
- Check risk assessments for any specifics to project t/ working environment, to be aware of any potential hazards or procedures
- Track budgets for crew, such as for new hires, crew illness and finish dates
- Assist SD to compile all relevant materials for designs into presentations
- Prepare and deliver all materials for department meetings
- Coordinate with the art department and set decorator to access relevant drawings
- Manage the set decoration department folders
- Oversee correct storage of all set decoration drawings
- Use official file storage and sharing systems as outlined by the studio/production IT
- Maintain confidentiality of sensitive information in line with organisational procedures
- Research companies and suppliers for specific materials, tasks or models as directed by SD or assistant SD
- Assist the SD with booking visits to prop houses, manufacturers, auction houses or markets
- Obtain quotes and information about suppliers, for example proximity to location or studio and lead times, to confirm suitability
- Present findings to PD, SAD, AD for further direction
- Send potential suppliers a non-disclosure agreement (NDA) to sign ahead of briefing
- Send potential supplier artwork/drawings/ documents to assist in communicating the brief, and to obtain an accurate quote
- Share costs and findings with SD and PB for feedback or approval
- Coordinate the props log liaising with the PM and supporting the SD as directed
- Assist SD and PM with the disposal, recycling or storage of items at the end of a shoot
- Manage your own time and contribution making sure your work has a positive effect on others involved
- Check that members of your team are aware of the specific activities for which they are responsible
- Develop a work plan which includes yourself and your team
- Provide advice and guidance as appropriate to meet the needs of the brief and the individual
- Ensure your team is clear on the procedure for dealing with problems and to whom problems should be reported
Skills
- Organise and manage set decoration department team and supplies
- Oversee all administration systems for the set decoration department, maintaining key documentation
- Liaise with other departments, acting as first point of contact with the production team
- Guide and support set decoration runner team to reach their full potential, ensuring they are motivated and feel positive about their work
- Communication: interpreting other’s requirements and communicating requirements to departments and colleagues
- Teamworking: collaboration within own and with other departments, liaising with production and props master
- Networking: investing time in networking activities, building a network of business contacts and establishing rapport with others quickly and effectively
- Planning: planning practical requirements for equipment and supplies to meet production design needs
- Problem-solving: contingency planning and support to resolve issues with requirements to fulfil designs so that productions remain on schedule
- Promote a positive and friendly environment in the office
- Resilience and enthusiasm: adapt positively to changing work priorities and patterns, ensuring deadlines continue to be met. Proactive and explores new ideas and non- standard ways of working which will enhance and deliver the best results for the
production - Productivity: organises work effectively and achieves required results within deadlines
- Demonstrates the drive and energy to get things done in pressurised situations and escalates appropriately when necessary
- Ethics and integrity: honest and principled in all of their actions and interactions
- Respectful and inclusive of others, and meets the ethical requirements of their profession
- Flexibility: willing to both listen and learn and to accept changing priorities and working requirements and has the flexibility to maintain high standards in a changing production environment
- Professional development: develop an ethos to learn and seek out learning and networking opportunities, identifying those that will be most beneficial