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.