Project Admin – Global Media Production Network

About World Production Service

WorldProductionService.com is a fast-growing global production network supporting media and event production projects worldwide.

We provide a wide range of services, including:

Video and photography production

Film, television and documentary production

Event production

Local production support and fixing

Crew and talent sourcing

Booth construction and installation

Other production-related services

As our international network continues to expand, we are looking for a highly organized and proactive Project Administrator to help manage client inquiries and coordinate projects from the initial request through to final completion.

This is a remote position that requires excellent communication, strong attention to detail and the ability to manage several projects across different countries and time zones.

Key Requirements The successful candidate should have:

Excellent written and spoken English

Additional language skills are an advantage

Strong communication and project coordination skills The ability to understand client requirements and turn them into clear, actionable tasks A dedicated, focused and responsible working attitude The flexibility to adjust working hours according to project requirements and international time zones

Strong knowledge of AI tools and online research methods

Good professional writing skills

Excellent attention to detail The ability to anticipate potential problems and take action to resolve them A responsive, organized and highly efficient working style The ability to work independently in a remote environment

Good judgment when comparing suppliers, quotations and production options

Experience in media production, event production, project management, supplier sourcing or client coordination would be highly beneficial.

Main Responsibilities

- Review and Clarify Project Inquiries

Review and understand incoming client inquiries.

Communicate with clients to collect any missing project information.

Identify the production scope, location, schedule, deliverables, crew, equipment and other requirements.

Create and publish the project on the World Production Service platform. Edit the rank math for the best seo performance.

Send project notifications and outreach emails to relevant registered members through our backend system.

2.

Source Local Production

Partners





Conduct targeted outreach to find suitable local suppliers and production professionals through:

The World Production Service member network

Relevant Facebook groups

Google searches

AI-assisted searches

LinkedIn

Industry directories

Other relevant social media platforms and professional networks

Depending on the project, the required suppliers may include:

Fixers

Production companies

Producers

Camera crews

Freelance videographers and photographers

Directors and cinematographers

Models, actors and other talent

Equipment rental companies

Event suppliers

Booth construction and installation companies

Other local production partners

3.

Collect

Quotations and Portfolios

Contact relevant suppliers and clearly communicate the project requirements.

Collect quotations, availability, portfolios, equipment lists and other required information.

Follow up with suppliers to ensure information is received promptly.

Encourage suitable suppliers who are not yet members to register on the World Production Service platform for current or future collaborations.

Maintain accurate records of all outreach, responses, quotations and supplier information.

4.

Compare

Suppliers and Prepare Client Proposals

Compare suppliers based on price, experience, portfolio quality, availability, communication and suitability for the project.

Identify the strongest and most reliable options.

Prepare a client quotation that includes the supplier costs and the company’s required profit margin or service fee.

Present the proposed crew members or suppliers together with their portfolios and relevant supporting information.

Clearly explain the recommended options to the client and answer any follow-up questions.

5.

Maintain Client

Communication

Keep clients regularly updated throughout the sourcing and quotation process.

Respond to client questions professionally and efficiently.

Aim to complete the initial sourcing, quotation and proposal process within two to three working days, depending on the complexity of the project.

Escalate urgent issues, risks or important decisions promptly.

6.





Coordinate Confirmed

Projects

Once a project is approved:

Coordinate with the client, suppliers, crew members and internal team.

Ensure the agreed scope, schedule, responsibilities and deliverables are clearly understood.

Monitor the project to make sure it proceeds according to the agreement.

Track key deadlines, bookings, documents and production requirements.

Support the required financial procedures, including supplier payments, client payments, invoices and other agreed processes.

Identify and help resolve any problems that may affect the project.

7.

Manage Platform Project

Status

Update the hiring status of each project on the World Production Service platform.

Maintain accurate project information and progress updates.

Record shortlisted, selected and confirmed members.

Update each project from inquiry through quotation, confirmation, production and completion.

8.

Complete

Post-Project Follow-Up

After each project is completed:

Request ratings and reviews from the client and participating members.

Collect behind-the-scenes photographs and videos.

Request project portfolio materials where permission has been granted.

Collect written or video testimonials from clients, crew members and suppliers.

Organize the project information and supporting materials.

Write a professional case study for each completed project. You also need to set up the rank math for seo purpose.

Working Arrangements

Remote position

Working hours may vary depending on project schedules and international time zones The candidate must remain responsive during active project periods

Clear progress updates and accurate record-keeping are required

Detailed instructions, templates and workflow documents will be provided for each stage of the process

Adecuado Candidate The ideal candidate is proactive, resourceful and comfortable taking ownership of a project. They should not wait for every task to be assigned individually. Instead, they should understand the required result, identify the next steps, follow up consistently and help move each project toward successful completion.

This role is suitable for someone who enjoys international communication, supplier sourcing, problem-solving and managing projects from the initial inquiry through to final delivery.

This version can also be shortened into a more compact Freelancer.com or Upwork job advertisement.

📌 Remote Producer/Project Admin (Barcelona)
🏢 World Production Service
📍 Barcelona