Onset Coordinator

020 7494 9513

Onset Coordinator

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Role Details

The Onset Coordinator will play a crucial role in planning and managing all our onset requirements and attending onset as required for specific projects.

The OC is responsible for managing the onset kit, coordinating with onset supervisors, ensuring that all VFX requirements are accurately captured during filming, that all project and client information and contacts are captured and shared with all staff attending onset, and developing and delivering training programs to enhance the skills and knowledge of the team. The Onset Coordinator will also serve as an Onset Data Wrangler, attending onset to collect and manage essential VFX data. 

As an Onset Coordinator, you will be organised, detail-oriented and have a strong understanding of visual effects processes, excellent organisational skills, and the ability to work collaboratively in a fast-paced environment.

Key Responsibilities:

Schedule Management:

  • Work with HoD’s, Operations & Supervisors to understand onset requirements and track skills of all onset staff

  • Develop and manage detailed schedules for VFX-related activities on set, ensuring alignment with the overall production timeline and overall schedule

  • Coordinate with the production team and onset supervisors to integrate VFX requirements into the shooting schedule effectively

  • Ensure on set crew planner is up to date and all crew know when and where they are required

  • Monitor and adjust schedules as needed to accommodate changes in the production plan, ensuring that all VFX needs are met

  • Work with Editorial, Leads, Technology and Supervisors to best facilitate management of data when it comes in house

  • Formalise and circulate checklist of the information needed from shoot

  • Ensure all data and images gathered on set are processed and made available to the correct team members (Supervisors, Producers, Leads, Editorial)

  • Gather Lens Grid data from the Camera Department and provide information in-house

  • With pipeline team, ensure ingest system is fit for purpose

  • Work with Leads and Supervisors to catalogue and organise data ensuring any elements that might be useful in the future are tagged appropriately

  • Create and maintain organised folder of information for each show and share with appropriate team

  • Handover what’s been gathered onset to teams of artists ongoing and  on return  

Onset Kit Management:

  • Oversee the preparation, maintenance, and deployment of all onset VFX equipment and kit, ensuring it is fully functional and up-to-date

  • Coordinate with the Production team and Onset staff to ensure that the kit meets the specific needs of each project

  • Track and manage the inventory of VFX equipment, including cameras, tracking markers, data wrangling tools, and any other necessary kit

  • Ensure all on-set staff understand the booking in/out process for on-set kit and their individual responsibilities

Coordination with Onset Supervisors:

  • Work closely with onset VFX supervisors and onset data wranglers  to ensure that all VFX elements are captured accurately and efficiently on set

  • Facilitate communication between the onset team and the in-house VFX team to ensure that all necessary data and references are collected, securely transferred, labelled and filed correctly on return

  • Ensure that VFX supervisors have all the information and tools they need to perform their roles effectively

Onset Data Wrangling:

  • Attend filming locations as required to serve as the Onset Data Wrangler, ensuring that all necessary VFX data is captured accurately

  • Manage the collection, organisation, and secure transfer of data such as camera information, lens details, tracking markers, and other relevant references

  • Collaborate with the onset and VFX teams to ensure that all data collected aligns with the project’s technical and creative requirements

  • Maintain detailed logs and backups of all VFX data collected on set, ensuring it is readily accessible for post-production

  • Gather notes from script supervisor, production and camera department

  • Provide daily “end of day” report back to the studio 

  • Update Filemaker database & liaise with Data IO to manage database & ingest of information


Onset Team & Training & Development


  • Work with Talent & Recruitment Manager (TRM) and HoDs to build and maintain a database of all crew experienced in onset 

  • Support TRM & Resource Manager to identify gaps in knowledge & implement training plan with

  • Ensure Union onset protocol and checklist of requirements reviewed and updated regularly as part of training materials 

  • Provide training to contextualise on set requirements and prepare crew - the ‘why’ we need things and how they fit in to the overall process

  • Work with Supervisor to define the best person/people  to support specific shoot needs ie. for a technical day, what internal staff would need to attend with the on set Supervisor

  • Work with TRM and Operations to track onset experience 

  • Work with TRM and Operations to identify potential freelance onset support if needed

  • Develop and deliver training programs for both in-house staff and onset teams, focusing on best practices for capturing VFX elements on set

  • Create training materials, guides, and resources to support ongoing learning and development

  • Stay up-to-date with the latest VFX technologies and techniques, incorporating them into training programs as appropriate

Elements Library

  • Shoot basic in-house elements as required for projects

  • Ensure all shot elements of potential future use are tagged and added to the elements library

  • Work with Ho2D to action any gaps in element library and make a plan to shoot simple, useful additions such as: window dirt, splashes and drips on glass, small sparks

Quality Control and Compliance:

  • Ensure that all VFX data captured on set meets the company's quality standards and complies with any relevant industry regulations

  • Conduct regular reviews of the onset process to identify areas for improvement and implement changes as necessary

Documentation and Reporting:

  • Maintain detailed records of all VFX-related activities on set, including equipment use, data captured, and any issues encountered

  • Prepare and submit regular reports to the Head of Production or VFX Supervisor, outlining the status of VFX activities and any potential risks or challenges

 Project and Client Information Management:

  • Gather all relevant project and client information, including contact details, project briefs, and specific VFX requirements

  • Create comprehensive briefing notes for any staff attending onset, ensuring they are fully informed about the project’s objectives, client expectations, and any specific technical or creative requirements

  • Maintain clear and accessible records of all project-related communications and documentation, ensuring that the onset team has the necessary information to execute their tasks effectively and meet client expectations

Skills, knowledge and experience

  • Experience: Minimum 3-5 years of experience in a VFX-related role, with a strong understanding of onset procedures and visual effects processes

  • Education: Bachelor's degree in Film, Media, Visual Effects, or a related field preferred

  • Skills:

    • Excellent organisational, planning and project management skills

    • Strong communication and interpersonal skills, with the ability to work effectively with diverse teams

    • Knowledge of Nuke, tracking software, PTGui, Maya, Photoshop and Resolve

    • Knowledge of onset VFX technologies and equipment

    • Ability to manage multiple tasks and adapt to changing priorities in a fast-paced environment

  • Problem-Solving: Ability to quickly identify and resolve issues that arise on set, ensuring minimal disruption to the production schedule

  • Attention to Detail: Meticulous in ensuring that all VFX elements are captured accurately, with a focus on quality and consistency

  • Collaboration: A team player who can work closely with various departments, fostering a positive and productive working environment

  • ​Proactivity: Ability to anticipate the needs of the onset VFX team and take initiative in addressing them

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