About the role:
We're looking for a highly organized, resourceful Production Coordinator to keep our photo and video engine running - across our in-house studio, on-location productions, and partner shoots for our portfolio of brands. You'll own the logistics behind every shoot, from scouting and permits to budgets, crews, call sheets, and catering, so our creative team can focus on making best-in-class content. You've run shoots before, you know the right people, and you bring a roster of trusted crew, vendors, and locations to the table.
What You'll Be Doing
- Run seamless shoots: Coordinate end-to-end logistics for in-house studio, on-location, and partner/retailer shoots, ensuring every production starts on time, stays on budget, and wraps smoothly.
- Own the plan: Build and manage production timelines from brief to final delivery; lead pre-production calls and keep creative, brand, e-commerce, and partner stakeholders aligned on schedules, shot lists, and responsibilities.
- Find the right spaces: Research, scout, and secure locations - especially homes and interiors that fit each brand's aesthetic from mass to premium; obtain permits, location agreements, and certificates of insurance (COIs).
- Build the bench: Source, vet, book, and manage freelance crew, talent agencies, rental houses, set builders, stylists, and other vendors; negotiate rates, issue POs, and maintain a growing vendor database.
- Protect the budget: Develop and track shoot budgets, monitor spend against actuals, process invoices, and identify savings without compromising quality.
- Maximize the studio: Manage the studio calendar, booking requests, and resource conflicts to maximize studio use across brands and teams.
- Prepare every set: Create and distribute call sheets, schedules, travel itineraries, and on-set logistics; arrange catering and craft services that fit headcount, dietary needs, and budget.
- Handle talent with care: Coordinate casting logistics with agencies; manage talent bookings, model and location releases, and usage rights; ensure compliance with child labor laws, minor work permits, and on-set requirements such as studio teachers when working with babies and children.
- Keep everything in its place: Organize and maintain prop, wardrobe, and equipment inventories; track product samples to and from shoots; keep the studio clean, safe, and shoot-ready.
- Be the go-to on set: Be hands-on during shoots - managing schedules, troubleshooting in real time, supporting the crew, and keeping the set safe, efficient, and positive.
- Wrap it up right: Close out productions with wrap reports, reconciled budgets, returned rentals, and organized handoff of assets and paperwork; capture lessons learned to improve the next shoot.
What You Bring To The Table
- 2-4 years of photo and/or video production experience, with a track record of coordinating shoots from pre-production through wrap.
- An established roster of freelance crew, vendors, locations, and talent resources you can bring to the table on day one.
- Experience securing permits, COIs, and location agreements, and working with talent agencies, releases, and usage rights.
- Experience with interiors, home, lifestyle, or e-commerce productions; working with children and babies on set is a strong plus.
- Proven budget management skills - building estimates, tracking actuals, and negotiating with vendors.
- Exceptional organization and attention to detail; able to juggle multiple productions and shifting priorities at once.
- Clear, proactive communicator who keeps cross-functional teams aligned and stays calm under pressure.
- Proficiency with Google Workspace or Microsoft Office and project management tools (e.g., Asana, Monday.com, Airtable); familiarity with production tools such as StudioBinder is a plus.
- Flexibility to work occasional early mornings, long shoot days, and travel; ability to lift and move equipment and props as needed.
- Valid driver's license.