Production Project Coordinator

About the Role

As a Production Project Coordinator, your job is to make sure the trains leave the station on time. Every order goes out accurately, on schedule, and without surprises for the client or vendor.

You’ll sit on the production team, reporting to the Order Management Lead and working closely with Creative Client Managers. Once a client signs off on an order, you’ll process it in the proprietary order system, place it with the right manufacturer, and keep it moving until it ships and the invoice is paid.

This is a high-volume environment with many orders and vendors moving at once. You’ll need a project manager’s mindset: know where each order stands, what needs to happen next, and who needs a follow-up. You’ll have support from the Order Management Lead, but you’re expected to drive your assigned orders forward independently.

What You’ll Do

• Process new orders in the proprietary system as soon as client approval comes in, and keep every open order current.
• Submit orders to manufacturers and vendors, confirming specifications, quantities, pricing, and ship dates before production begins.
• Track daily status across all open jobs and flag delays, errors, or risks to the Order Management Lead and Client Managers early.
• Build and send a daily status report covering every order in production, organized by status, so the team knows what’s on track, late, or needs attention.
• Maintain a complete paper trail for every order, including purchase orders (POs), vendor proformas, invoices, shipping updates, tracking, and shipping methods.
• Check vendor invoices against POs and proformas, and coordinate with Finance to ensure vendors are paid accurately and on time.
• Serve as the day-to-day contact for vendors on order questions, changes, and follow-ups.
• Use AI tools to manage a large order volume, such as summarizing status, catching document mismatches, and drafting vendor follow-ups.
• Spot recurring process problems and suggest fixes to prevent the same mistakes from happening again.

What You Bring

• 2+ years of hands-on experience in order management, production coordination, purchasing, or a similar role.
• Exceptional organization and the ability to manage dozens of open orders across multiple vendors while knowing the status of each.
• Strong attention to detail, including catching incorrect quantities on POs or pricing discrepancies against vendor proformas.
• A clear understanding that the goal is to keep orders accurate and moving—not simply to update their status. You take ownership of documentation, persistent follow-up, and timely escalation.
• A strong sense of urgency and follow-through. You respond promptly, pursue outstanding answers, and don’t let orders sit idle because someone hasn’t replied.
• Good judgment when managing competing deadlines: you prioritize effectively, handle routine issues independently, and know when to involve the Order Management Lead.
• The ability to work proactively without constant supervision, keep commitments, and close the loop without repeated reminders.
• Comfort using AI tools in daily work, with an interest in using them to work faster and catch more errors.
• Strong written communication with vendors and internal teams, including following up until you get an answer.
• The ability to learn new software quickly; training will be provided on the proprietary system.

Nice to Have

• Experience with Finance or Accounts Payable, including invoice matching, vendor payments, or account reconciliation.
• Experience working with manufacturers, especially overseas manufacturers or multi-vendor production.
• Familiarity with shipping methods, freight, and tracking logistics.

How We’ll Measure Success

• Orders are processed accurately, with a success rate as close to 100% as possible.
• Orders are placed and shipped on schedule, with delays flagged early rather than discovered late.
• Every order has a complete, accurate document trail that anyone on the team can easily access.
• Vendors are paid accurately and on time.
• Orders move forward without routine reminders from the Order Management Lead. Outstanding items receive timely follow-up, and at-risk orders always have a clear next step—not just a status update.