Planning Coordinator

Established in 1998 and working in over 30 languages, the Keywords Group is one of the leaders in the provision of localisation services to the Video games and Software Localisation markets worldwide.

Keywords is an international technical service provider to the global Video Game Industry with offices in Montreal, Dublin, London, Paris, Milan, New Delhi, Tokyo, Shanghai, Singapore, Pune, Rome, Barcelona, Mexico City, São Paulo, Los Angeles, and Seattle. Working on a worldwide basis, we provide a range of linguistic, testing, and quality control services to Video Game Developers and Publishers alike.

Job Summary

The Planning Coordinator supports the Audio Localization team by organizing daily and weekly recording schedules and coordinating voice talents, Artistic Directors, Sound Operators, recording rooms and external studios. The role ensures that sessions run efficiently and accurately, with minimal risk of cancellations, conflicts or rework.

This is not a purely administrative role. The Planning Coordinator has direct responsibility for daily booking and planning operations, handles last-minute changes, confirms resources and materials, maintains accurate records and anticipates issues before they affect recording sessions.

Key Responsibilities and Activities

Operational

• Organize and maintain the daily and weekly recording schedule for internal and external studios.
• Book voice talents, Artistic Directors, Sound Operators and recording rooms for all scheduled sessions.
• Confirm the availability of talents and technical resources for internal and external sessions.
• Allocate studios and resources efficiently and resolve scheduling or availability conflicts.
• Act as a key operational point of contact between talents, Artistic Directors, Sound Operators, Production Coordinators, Project Managers and the studio team.
• Track schedule changes, cancellations, reschedules, pickups, retakes and urgent operational needs.
• Ensure that required recording materials and instructions are available before each session.
• Support the secure distribution and tracking of materials to talents, Artistic Directors and Sound Operators, following confidentiality requirements.
• Work closely with Production Coordinators and Project Managers to prioritize recording windows and solve schedule conflicts.
• Flag operational risks in advance, including missing materials, resource conflicts, lack of confirmations or rescheduling needs.
• Control physical access for actors and direct them to the appropriate recording studio.
• Negotiate ad hoc rates when needed, following the strategy defined by the Recording Studio Manager and the relevant production owner.
• Report the recording status of projects to the Production Coordinator.

Processes

• Use internal tools to promptly update calendars, planners, trackers, spreadsheets and planning systems, informing the Audio Production Team accordingly.
• Keep organized records of sessions, confirmations, changes, cancellations, reschedules and related costs.
• Create and maintain KWS booking and scheduling guidelines and document project-specific requirements in written form.
• Collaborate on process and tool improvements to reduce booking errors, avoidable costs and operational inefficiencies.
• Ensure efficient booth utilization by allocating sessions and talents in the most effective way.

Administrative and Financial Support

• Create and maintain administrative information related to BPS supplies, bookings, session records and payment-related data, in coordination with the Production Coordinator.
• Manage the administrative paperwork for talents, vendors and external audio resources in accordance with applicable local requirements.
• Follow up, obtain signatures, organize and archive contracts, NDAs, Actors’ Agreements and vendor documentation.

Communication

• Ensure regular communication within the local Audio Production Team and foster good working relationships in line with KWS standards.
• Address communication from internal and external stakeholders promptly, clearly and professionally.
• Support key stakeholders in client-facing activities when required.
• Operational Support During Exceptional Business Needs.
• During temporary absences or exceptional workload peaks, provide operational support to Production Coordinators and the Recording Studio Manager.

Requirements

Technical

• Previous experience in production coordination, booking, planning, casting, dubbing, audiovisual production, localization or related areas.
• Strong ability to organize and manage multiple schedules at the same time.
• Excellent written and verbal communication skills in Portuguese.
• Intermediate or higher English level for reading briefs, emails, documents and project materials.
• Good knowledge of Google Workspace, Excel/Sheets, shared calendars and operational trackers.
• Familiarity with the video games market, including publishers, developers and platforms, is a plus.
• Ability to adapt to evolving workflows and new tools.
• Knowledge of applicable local regulations is a plus.

Nice to have

• Experience with dubbing, game localization, voice-over or audio post-production.
• Understanding of recording studio workflows.
• Experience with contracts, NDAs, freelancer payments or vendor documentation.
• Familiarity with file-transfer tools and material-tracking workflows.
• Spanish is a plus.

Attitude

• Able to work under pressure, adapt to changing priorities and meet deadlines in a fast-paced environment.
• Proactive, reliable and detail-oriented, with a strong sense of urgency.
• Able to communicate effectively with talents, vendors, technical teams and internal stakeholders.
• Able to manage sensitive, confidential and client-related information.
• Able to use good judgment to prioritize tasks and negotiate rates and availability with external resources.
• Strong problem-solving, decision-making, organizational and analytical skills.
• Motivated and collaborative, with willingness to learn and apply company-specific tools and methodologies.

Benefits

Keywords Studios is dedicated to following a well-established Equal Opportunities Policy. We endeavour to create a workplace which provides equal opportunities for all employees and potential employees.

At Keywords Studios, we value and encourage diversity in all its forms. We foster an inclusive environment and give special priority to the inclusion of people with disabilities, as we believe that diversity enriches and strengthens us as a team. This is why a valid disability certificate will be highly valued.

Keywords Studios is committed to fair and ethical hiring practices. We expect candidates to conduct themselves with honesty and to participate in all applications and interviews independently, presenting their own knowledge and experience. Candidates should refrain from using AI assistance or third-party tools or services that could influence, capture, or otherwise interfere with the authenticity of the assessment process.

When providing your information in this application, you indicate that you understand we will collect and process your information in accordance with our Applicant Privacy Notice  https://www.keywordsstudios.com/en/applicant-privacy-notice/.

Role Information: EN

Studio: Keywords Studios

Location: Americas, Brazil, São Paulo

Area of Work: Audio Development

Service: Media & Entertainment

Employment Type: Full-time, Permanent contract

Working Pattern: In-Office