Stunt coordinator companies are responsible for some of the most demanding work in film and television production — designing, rehearsing, and safely executing the sequences that audiences find most thrilling. Managing this work requires not only extraordinary physical skill and creative vision but also rigorous production planning, performer management, equipment coordination, and contractual documentation. As a business, stunt coordination involves managing a roster of performers with specialized skills, maintaining relationships with production companies and studios, negotiating contracts, and handling the billing and follow-up that keep cash flow healthy. A virtual assistant for stunt coordinator companies takes on the administrative layer of this work so your focus stays where lives literally depend on it — on the set.
What Tasks Can a Virtual Assistant Handle for Stunt Coordinator Companies?
| Task | Description |
|---|---|
| Production Inquiry and Booking Management | Respond to production company inquiries, gather project details, schedule meetings with the stunt coordinator, and track active negotiation timelines. |
| Performer Roster and Availability Management | Maintain a database of stunt performers and their specializations; track availability, union status, and certifications; coordinate performer assignments to productions. |
| Contract Review Support and Administration | Organize and track contracts for each production; follow up on unsigned agreements; maintain a contract archive; flag approaching renewal or payment milestones. |
| Invoice and Payment Tracking | Issue invoices upon contract milestones, track payment status across multiple concurrent productions, and follow up on overdue balances with production accounting departments. |
| Travel and Logistics Coordination | Arrange travel, accommodation, and per diem logistics for the stunt team on location productions; track itineraries and coordinate with production travel departments. |
| Insurance and Certification Documentation | Maintain records of performer certifications, union memberships, insurance certificates, and medical clearances; track expiration dates and renewal schedules. |
| Marketing and Reel Updates | Request footage from completed productions, update company reel and website, and maintain social media with production highlights and industry news. |
How a VA Saves Stunt Coordinator Companies Time and Money
Production accounting departments at major studios and production companies move on their own timelines, and unpaid invoices can sit for weeks if no one is actively following up. A virtual assistant who tracks invoice status across all active and recently completed productions, sends polite follow-up reminders at appropriate intervals, and escalates significantly overdue invoices ensures that your company's accounts receivable reflect actual production activity and that cash flow remains predictable. For stunt companies working across multiple concurrent projects, the billing complexity alone can justify a dedicated VA.
Performer management — tracking availability, certifications, union status, and specializations across a large roster — requires a database that is both accurate and accessible when a production coordinator calls with a specific need. A VA who maintains this database in a structured format, updates it as certifications are renewed and availability changes, and can quickly pull the right performer profiles for a specific production requirement becomes an invisible operational advantage that helps you staff productions faster and more reliably than competitors without the same organizational infrastructure.
Building a stunt company's reputation for quality work in a market that runs heavily on relationships and word-of-mouth requires consistent visibility. An updated reel, a professional website with current project credits, and an active industry social media presence are the marketing tools that keep your company top of mind when production coordinators and line producers are assembling their department heads. A VA who manages this marketing infrastructure — without requiring you to step away from production to write content — keeps your brand growing even during your busiest shooting periods.
"I was spending three or four hours a week chasing invoices from production accounting. My VA took over all billing follow-up and we cut our average receivable days by almost half. That cash flow improvement is worth significantly more than the VA's retainer every month." — Marcus Lee, founder of Ironwire Stunt Group, Vancouver
How to Get Started with a Virtual Assistant for Your Stunt Coordinator Company
The most immediate high-value starting point for most stunt companies is invoice and contract tracking. Build a simple spreadsheet or use a project management tool to log every active production, its contract status, its invoice milestones, and the current payment status. This single document, maintained and actively worked by your VA, transforms an often chaotic receivables situation into a managed process with clear ownership.
Document your performer roster in a searchable database that includes each performer's specializations, union affiliation, certification expiration dates, and contact information. A well-maintained roster enables your VA to respond to production inquiries with specific performer recommendations without routing everything through you personally. This kind of autonomous decision support frees your time while actually improving your response speed to production coordinators.
When hiring, look for candidates with strong experience in entertainment industry administration, production coordination, or talent management. Familiarity with SAG-AFTRA or ACTRA union requirements is a meaningful advantage. The ability to manage multiple concurrent project timelines with precision and communicate professionally with studio and production company contacts is the core competency that makes the difference between a good VA and an exceptional one for a stunt coordination company.
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