Audio Localization 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 English
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
Due to the high volume of applications, only shortlisted candidates will be contacted
Benefits
Employment Type: Full-time, Permanent contract
Salary Range: $30,000 - $37,000 CAD gross/year
Extended Health & Dental Coverage
Paid Vacation & Provincial-Mandated Leave
Employee Wellness & Support Programs
*Note: Specific benefit plans and leave policies may vary depending on your province of residence.*
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, Canada
Area of Work: Audio Development
Service: Media & Entertainment
Employment Type: Full-time, Permanent contract
Working Pattern: Remote

Work arrangement
No