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The Creative Services Coordinator is responsible for the operational infrastructure that keeps the Creative Department running accurately and on schedule. This role owns the full lifecycle of purchase order management, vinyl margin tracking, and real-time data integrity across all active job platforms — ensuring that production decisions are supported by clean, current information at every stage of a job. This position sits at the intersection of production operations and financial accountability. It requires an individual who is highly organized, proactive in identifying discrepancies, and capable of functioning independently within a fast-paced fabrication environment. Candidates with a background in production coordination, print or wrap operations, or operational support roles are strongly preferred.
Job Responsibility
Own the full PO lifecycle, including creation, tracking, and closure on active jobs
Reconcile purchase orders against incoming invoices and resolve discrepancies before they escalate to billing issues
Maintain a clean, auditable PO log accessible to production and finance stakeholders without requiring additional context
Monitor aging PO-to-invoice mismatches and escalate unresolved items within 48 hours
Assume ownership of the existing vinyl margin tracking spreadsheet and maintain accuracy across all active jobs
Cross-reference O2 cards against purchase orders on a per-job basis to identify oversold and undersold vinyl positions
Flag margin variances to the Creative team and PM team prior to job close
Identify inefficiencies in the current manual process and implement improvements to increase speed and reliability
Maintain current, accurate information across all relevant platforms: Jira, O2 Cards, Dropbox, client-facing schedules, and project-related email threads
Capture and propagate all scope changes, deadline shifts, and delivery updates to every applicable system at the time they are communicated
Ensure zero data gaps on active jobs — no information should exist in isolation across platforms
Requirements
2+ years of experience in a production operations, project coordination, or administrative support role within a fabrication, print, manufacturing, or similar physical production environment
Demonstrated proficiency in spreadsheet-based data management, including formula use, cross-referencing, and variance tracking
Working knowledge of Jira or comparable project management platforms
Strong attention to detail with a track record of catching and resolving discrepancies proactively
Clear, concise written and verbal communication skills
comfortable escalating issues promptly and without ambiguity
Nice to have
Familiarity with vinyl production, vehicle wrap operations, or large-format print environments
Experience managing purchase orders and reconciling against invoices in a production context
Exposure to Dropbox or equivalent file management systems in a collaborative team environment