Creative Production Coordinator

Havenly Brands (Havenly, Interior Define, Burrow, The Citizenry, The Inside, and St. Frank)•Quinte West, ON

18d•$55,000 - $65,000•Onsite

About The Position

Havenly Brands is seeking a Creative Production Coordinator to support its creative production team. This role is crucial for ensuring the smooth operation of photoshoots, studio operations, and creative projects. The coordinator will act as the logistical engine, assisting with shoot preparation, managing inventory of samples and props, and ensuring the seamless execution of various projects including shoots, campaigns, events, and retail activations. The position requires close collaboration with creative, marketing, merchandising, product teams, and external production partners. The ideal candidate will be highly organized, proactive, and adept at managing multiple projects and priorities in a fast-paced creative environment. This role offers the opportunity to work across Havenly's diverse brand portfolio, including Havenly, Interior Define, The Citizenry, Burrow, The Inside, and St. Frank, meaning the products, styles, and shoot needs will vary significantly.

Requirements

1–3 years of experience in a production, studio, marketing or creative operations role.
Experience supporting photo and/or video production, including coordinating logistics, documentation, vendors, talent, products or other production needs.
Exceptional organizational skills—you’re comfortable managing multiple tasks and never let the details fall through the cracks.
Strong project management skills and the ability to manage timelines, action items and competing priorities across multiple projects.
Familiarity with tools like Google Workspace, project-management tools (e.g., Asana or Airtable) and working in a fast-paced creative environment.
Ability to approach ambiguous problems by figuring out what's broken and acting on it, not waiting to be told what's next.
Ability to move fast, take real ownership of outcomes, and hold themselves to a high bar.
Ability to collaborate well across teams, with a low-ego, no-drama approach to getting things done.
Genuinely curious about AI-assisted tools and eager to adopt them.
Applicants must be currently authorized to work in the United States on a full-time basis. We do not offer any sponsorship.

Nice To Haves

Interest in interiors, design, or lifestyle content.

Responsibilities

Coordinate logistics for photo and video shoots, including preparing call sheets, schedules, permits, COIs, contracts and other production materials.
Support on-set operations for photo and video productions, coordinating talent, crew, products, props, wardrobe, equipment and other production needs to keep shoots running smoothly and on schedule.
Manage incoming and outgoing product samples, props and creative assets, including tracking, labeling, organizing and ensuring everything is shoot-ready.
Support the creative studio’s day-to-day operations, helping keep the space organized, inspiring and functioning efficiently.
Coordinate with photographers, stylists, set designers, models, vendors and other partners to ensure production details are aligned and needs are met.
Coordinate with offshore partners and sourcing teams as needed to support production needs, track requests and ensure products, props and other assets are sourced and delivered according to project requirements.
Serve as a key point of contact across creative, marketing, merchandising and product teams to keep production logistics, timelines and deliverables on track.
Manage project timelines, next steps and action items across creative productions, proactively communicating updates, risks and outstanding needs.
Maintain production workflows, documentation, status tracking and other tools that keep creative projects organized and moving forward.
Track and document production budgets and spend, including estimates, invoices and project expenses.
Manage post-production asset organization and delivery, ensuring final assets follow established SOPs, naming conventions and folder structures.
Maintain accurate asset libraries and ensure final deliverables are properly organized, documented and accessible to internal teams.
Support and improve production processes as the team grows, identifying opportunities to make workflows more efficient and productions more organized — including exploring AI-powered tools and automation to streamline repetitive coordination work (e.g., call sheets, tracking, asset organization).