Creative Operations Coordinator

The Creative Operations Coordinator is responsible for planning, organizing, and executing all aspects of brand photo shoots from concept through final production. This highly collaborative role works closely with the Creative Director to ensure campaigns, seasonal look books, special projects, and brand photography are delivered on time, on budget, and with exceptional attention to detail.

The ideal candidate is an organized project manager with a passion for creative production, capable of balancing logistics, vendor management, inventory coordination, and cross-functional communication in a fast-paced retail environment.

Key Responsibilities

Creative Production & Photoshoot Coordination

• Support execution of seasonal campaigns across digital, social, PR, retail, and wholesale channels with a focus on on-time, on-brief delivery
• Coordinate campaign briefs, asset needs, timelines, and approvals across departments
• Ensure seamless end-to-end campaign execution with omnichannel consistency, partnering closely with the Senior Director to proactively address challenges and keep timelines and deliverables on track
• Partner closely with the Creative Director to develop production timelines and ensure flawless execution of creative vision.
• Create detailed shot lists for campaign photography, special projects, look books and seasonal brand initiatives.
• Coordinate all production schedules, call sheets, shoot calendars, and logistics.
• Ensure photo shoots remain on schedule while maintaining the highest creative and operational standards.
• Anticipate production needs and proactively solve challenges before and during shoots.
• Coordinate distribution of marketing assets across channels, ensuring accuracy and consistency
• Maintain internal asset libraries (Air), ensuring files are organized, tagged, and accessible
• Track asset usage across campaigns, PR, and partnerships

Vendor & Talent Management

Source, negotiate, and manage external production partners including:

• Photographers
• Modeling agencies
• Hair and makeup artists
• Stylists
• Caterers
• Production assistants
• Other creative vendors
• Manage vendor communications, contracts, scheduling, and day-of coordination.
• Ensure vendors align with project budgets and brand expectations.

Merchandise & Inventory Coordination

• Coordinate all merchandise for photo shoots across stores, web and other affiliated locations.
• Partner with the Web Merchandising Team and Creative Director to identify product selections for each shoot.
• Manage inventory transfers and ensure all product is received accurately and on time.
• Tag, organize, track and maintain all sample inventory throughout the duration of each production.
• Ensure products are properly prepared, returned, and reconciled following each shoot.
• Maintain detailed inventory logs and sample tracking documentation.

Project Management

• Manage multiple productions simultaneously while meeting deadlines.
• Maintain production calendars and project timelines.
• Track production budgets and expenses.
• Organize production documentation including shot lists, schedules, invoices, vendor contacts, and production files.
• Support process improvements that increase efficiency across creative operations.

Qualifications

• Bachelor's degree in Marketing, Fashion Merchandising, Communications, Creative Production, or related field preferred.
• 2–5 years of experience in creative operations, photo production, brand marketing, or project coordination.
• Experience coordinating fashion, retail, or lifestyle photo shoots a .
• Strong organizational and project management skills.
• Exceptional attention to detail and ability to manage multiple priorities simultaneously.
• Experience working with creative teams and external vendors.
• Strong negotiation and communication skills.
• Proficiency in Microsoft Office and project management tools (Asana or similar).
• Ability to work on-site in Jersey City and travel locally as needed for productions.