Podcast Co-ordinator

Job Title: Podcast Co-ordinator

Location: London, England EC2A 2EA, United Kingdom

Salary: £24,000 - £27,000 per annum (depending on experience)

Start date : Beginning of September

Reports to: CEO/Founder, Studio Manager

Company Description: We are a rapidly growing podcast production and marketing company based in Shoreditch London, a 5 minute walk away from Liverpool Street Station. We are aiming to be the next big thing in the podcasting world. Our team is passionate about creating top-notch podcast content and helping businesses succeed through effective podcast marketing.

Job Purposes: The Podcast Coordinator is responsible for supporting the smooth operation of all business functions, such as studio bookings and admin, remote podcast recording setup, client communications, and production workflows as well as a number of other core business functions. This role provides logistical, technical, and administrative support to the CEO, clients and studio team, ensuring high standards of delivery from booking through post-production. The ideal candidate is a self-starter who thrives in fast-paced environments and has a deep interest in podcasting, communication, and organisation.

If you're excited about the world of podcasts, possess exceptional attention to detail, and have the skills to support our rapidly growing company, we'd love to hear from you!

Requirements

Required Experience, Skills & Capabilities:

Experience

• Prior experience as a virtual assistant, project coordinator, or admin in a digital/creative field.
• Exposure to podcasting, content production, or remote working environments is a plus.
• Understanding of production equipment and techniques is a plus.

Skills

• Strong written and verbal communication skills.
• Highly organised with the ability to manage multiple projects simultaneously.
• Comfortable with remote tools such as Google Workspace, Notion, Zoom, Trello/Asana.

Capabilities

• Able to work independently and proactively solve problems.
• Confident working with clients and managing expectations across deadlines.
• Excellent attention to detail, especially in scheduling, file handling, and communications.
• Passion for podcasts, media, or creative storytelling.

Key Responsibilities:

Booking Administration:

• Act as the main administrator for podcast studio bookings, ensuring accurate scheduling and calendar management.
• Issue invoices to podcast clients, track payments, and follow up on overdue accounts.
• Maintain accurate records of all client bookings, sessions, and production status in project management systems.
• Manage communication workflows across email, our production management tools, and booking systems to ensure no task or client is overlooked.
• Manage the main Podshop phoneline, giving accurate information or passing the call to another member of the team if needed.
• Oversee and keep up to date our broker platforms (TagVenue, Peerspace), as well as managing the booking process through these locations
• Accurately documenting incoming calls and emails as leads, and regularly chasing up previous clients to try and secure further bookings.

Remote Studio Setups

• Oversee virtual studio setups for remote podcast recordings.
• Ensure podcast guests receive equipment, instructions, and support.
• Maintain virtual recording quality through pre-session setup coordination.

Technical Setup & Support

• Communicate clearly with clients on recording best practices and expectations.

Studio and Post Production

• Relay notes and required changes to engineers accurately and promptly.
• Assist with daily studio setups and turnarounds.
• Keeping the office space and studios clean and tidy.
• Liaise with the post production team regarding client queries.
• Managing our Front of House at the new studio location, directly clients to the correct studios.

Client Relationships

• Act as a first point of contact for podcast clients from booking until handing over to the studio and production teams.
• Provide high-quality support via email, phone, and virtual calls.
• Answer client questions and provide timely, friendly service.

Team Support

• Support the CEO with calendar management, email handling, and any other tasks to assist in the running of the company.
• Liaise with the marketing team to share guest info, images, and podcast content.
• Keeping the Studio Manager up to date with the following weeks holds, and supporting them when needed

General Administration

• Collect and organise the monthly receipts with references to send over to the accountant.
• Reconcile payments from the main company account to invoices once clients have made payment.
  
  

Any other general administration or tasks that the CEO/Founder needs completing to successfully run the business

Day-to-Day Activities:

Daily

• Respond to podcast client emails and booking requests.
  Answer incoming phone calls from podcast clients.
• Coordinate remote guest logistics and monitor podcast kit tracking.
• Communicate edit updates and liaise with engineers.
• Manage the main inbox and answer or direct queries appropriately.

Weekly

• Drafting and adjusting invoices for approval.
• Communicate with clients regarding outstanding invoices and payments.
• Host check-ins with production or client teams.
• Manage studio holds, and communicate with the studio team.

Monthly

• Contribute to internal improvements in booking and production processes.
• Collect monthly receipts and organise ready to send to the accountant.

Benefits

Working Hours, Compensation, and Benefits:

• Hours: 45 hours per week (8 hours per day + 1 hour lunch/breaks, 9 hours total), Mon to Friday between 08:00 and 17:00 with flexible scheduling, to assist with earlier/later podcast recordings when needed.
• Salary: £24,000 - £27,000 per annum (depending on experience).
• Holiday: 34 to 35 days holiday per year, including bank holidays.
• A dynamic and collaborative work environment in the heart of Shoreditch.
• Opportunities for professional development and growth within the podcast industry.
• Private Healthcare Plan.
• Discounted gym membership + 100's of other discounts and health benefits through Vitality.
• Pension Plan.
• Cycle to Work Scheme.
• Networking Opportunities.
• Monthly Team Social.
• Monthly Team Lunches.
• Easy to understand company pay framework, with clear progression and salary increases.
• The chance to be part of an innovative company at the forefront of podcast production.