Creative Operations Coordinator

Role overview

We are seeking a Creative Operations Coordinator to manage planning and execution for brand photo shoots from early concepting through final delivery. This position partners closely with the Creative Director to make sure campaigns, seasonal look books, special projects, and brand imagery are delivered on schedule, within budget, and with a strong focus on quality and detail.

The right candidate will be a highly organized project manager with a genuine interest in creative production. The role requires balancing logistics, vendor coordination, inventory tracking, and communication across teams in a fast-moving retail setting.

Creative production and photoshoot coordination

• Support seasonal campaign execution across digital, social, PR, retail, and wholesale channels while keeping work aligned to briefs and deadlines.
• Coordinate campaign briefs, asset requirements, timelines, and approvals across departments.
• Help ensure smooth omnichannel campaign delivery by working with the Senior Director to spot issues early and keep milestones moving.
• Work with the Creative Director to build production timelines and bring the creative vision to life accurately.
• Prepare detailed shot lists for campaign photography, special projects, look books, and seasonal brand work.
• Organize production calendars, call sheets, shoot schedules, and on-site logistics.
• Monitor shoots to keep them on track while upholding strong creative and operational standards.
• Look ahead to production needs and resolve issues before and during shoots.
• Oversee distribution of marketing assets across channels, ensuring consistency and accuracy.
• Keep internal asset libraries in Air organized, properly tagged, and easy to access.
• Track how assets are used across campaigns, PR, and partnerships.

Vendor and talent management

• Identify, negotiate with, and manage outside production partners such as photographers, modeling agencies, hair and makeup artists, stylists, caterers, production assistants, and other creative vendors.
• Handle vendor communication, scheduling, contracts, and day-of coordination.
• Make sure all external partners fit within project budgets and brand standards.

Merchandise and inventory coordination

• Arrange all merchandise needed for shoots across stores, web, and other connected locations.
• Work with the Web Merchandising Team and Creative Director to choose products for each production.
• Manage inventory transfers and confirm that product arrives correctly and on time.
• Label, organize, monitor, and maintain sample inventory throughout each production.
• Ensure products are prepared, returned, and reconciled after every shoot.
• Maintain thorough inventory records and sample-tracking logs.

Project management

• Run several productions at the same time while meeting deadlines.
• Maintain production schedules and project timelines.
• Track budgets and expenses for production work.
• Organize key documentation such as shot lists, schedules, invoices, vendor contacts, and production files.
• Contribute to process improvements that make creative operations more efficient.

Qualifications

A bachelor's degree in Marketing, Fashion Merchandising, Communications, Creative Production, or a related field is preferred. The ideal candidate will have 2 to 5 years of experience in creative operations, photo production, brand marketing, or project coordination, with experience supporting fashion, retail, or lifestyle shoots considered an advantage.

Strong organization, project management ability, attention to detail, and comfort handling multiple priorities are important. You should also have experience working with creative teams and external vendors, plus solid negotiation and communication skills. Proficiency in Microsoft Office and project management tools such as Asana or similar software is expected. The role requires on-site work in Jersey City and local travel as needed for productions.

Work location

This is an on-site role based in Jersey City, New Jersey.