Production Coordinator

Job Summary

We are seeking a highly organized, detail-oriented, and proactive Production Coordinator/Manager with a minimum of 4 years’ experience in shoot production. The ideal candidate should be excited to contribute across all aspects of photo shoot planning and execution, and work closely with cross-functional teams to ensure seamless production operations.

Key Responsibilities

1. Production Planning & Scheduling

• Develop and manage detailed production shoot schedules aligned with the marketing and campaign calendar.

• Maintain and regularly update the photography calendar.

• Work with the mentor/supervisor to streamline production planning via weekly review meetings.

2. Team & Vendor Coordination

• Collaborate with the Photography and Creative teams during planning, production, and post-shoot processes.

• Handle bookings for external talent (models, stylists, hair & makeup artists, etc.).

• Coordinate invoicing and payments with vendors in liaison with the Finance team.

3. Cross-functional Collaboration

• Coordinate sample management with Sourcing and Warehouse teams (call-ins and returns).

• Liaise with Design, Marketing, Merchandising, and Procurement teams to ensure alignment on shoot plans and deliverables.

4. Prop & Accessory Management

• Source props and accessories for shoots (clothing, homeware, lifestyle items).

• Ensure all items are procured, maintained, and returned efficiently.

5. Quality Assurance & Set Design

• Support set design based on creative briefs, ensuring visual and styling accuracy.

• Maintain high standards of production quality across all deliverables.

6. Process Optimization

• Adhere to established production workflows and support continuous improvement.

• Identify gaps and proactively suggest improvements in coordination with the mentor.

7. Resource & Equipment Management

• Oversee shoot logistics including equipment, props, and samples.

• Monitor inventory levels and ensure timely availability of required materials.

• Ensure all production equipment is well-maintained and in working condition.

8. Budgeting & Cost Control

• Prepare cost estimates and close costing approvals with the manager prior to booking any talent or set.

• Ensure production remains within the approved AOP (Annual Operating Plan).

• Negotiate with vendors for cost-effective solutions.

Required Skills & Qualifications

• Education: Bachelor’s degree in a relevant field.

• Experience: Minimum 4 years of experience in production, shoot coordination, or related operations.

• Language: Proficient in English (spoken and written).

• Technical Proficiency: Skilled in Microsoft Excel, Word, and general production tools.

• Communication: Strong verbal and written communication skills.

• Leadership: Ability to work independently and manage shoots/campaigns end-to-end.

• Multitasking: Ability to handle multiple shoots, vendors, and deadlines simultaneously while staying calm under pressure.

• Team Player: Willing to learn, take initiative, and collaborate across departments.

• Organizational Skills: Highly detail-oriented with the ability to manage complex schedules and logistics.

• Problem-Solving: Capable of troubleshooting issues on set or during planning and providing timely solutions.