Travel Coordinator for Film Productions

Overview

Responsibilities

• Secure commercial and private air travel for lead actors, directors, and technical crew members.
• Negotiate long-term rates with hotels and corporate housing providers for large production teams.
• Coordinate ground transportation including car services, equipment trucks, and shuttle buses.
• Process and manage visa applications and work permits for international filming locations.
• Maintain accurate travel manifests and distribute detailed itineraries to all personnel.
• Reconcile travel-related invoices and monitor the production travel budget for overages.
• Manage the logistics of moving specialized equipment through customs via carnet documentation.

Qualifications

• Extensive experience working in a film or television production office environment.
• Proficiency in professional travel booking software and global distribution systems.
• Advanced organizational skills with a proven ability to manage high-volume logistical data.
• Thorough knowledge of international travel regulations and visa requirements.
• Demonstrated experience in budget management and financial reconciliation.
• Ability to maintain absolute discretion and confidentiality regarding high-profile talent.

Nice to have

• Existing relationships with travel departments at major film studios.
• Multilingual capabilities to facilitate communication with international vendors.
• Certification in travel management or a related logistical field.
• Experience with specialized production accounting software such as Global Vista or PSL.

Work environment

• Work is typically performed in a fast-paced production office or on-location trailers.
• Hours are often irregular and extended to accommodate different global time zones.
• The culture is high-stress and deadline-driven, requiring constant availability during active shoots.
• Tools include sophisticated logistics spreadsheets, travel booking portals, and instant messaging platforms.
• Frequent local and international travel may be required to scout housing or manage arrivals.

Benefits & growth

• Compensation often includes per diem payments and union-mandated benefits in some jurisdictions.
• Growth typically involves moving into Production Coordinating or Unit Production Management roles.
• Professional development occurs through on-the-job experience across increasingly larger budget tiers.
• Success in the role builds a valuable network of contacts within studio logistical departments.