Production Coordinator

Vector Media•Orlando, FL

6d•Onsite

About The Position

Vector Media is searching for a Production Coordinator in Orlando, Florida to join our Operations Department. The Production Coordinator will report to the Production Manager. This position is responsible for overseeing assigned campaigns from production kickoff through installation, closeout, and final file archiving, coordinating closely with vendors, printers, fabricators, installers, and internal teams to ensure accurate, on-time delivery of large-format and transit production materials.

Requirements

Strong attention to detail and a commitment to accuracy, quality, and complete documentation.
Demonstrated ownership and accountability; able to move work forward independently while seeking direction when appropriate.
Sound judgment about when to resolve an issue, ask a question, or escalate a concern.
A sense of urgency balanced with thoughtful decision-making and respect for established approval processes.
A collaborative, customer-focused approach and the professionalism to navigate challenging or ambiguous situations.
Adaptability, curiosity, and a willingness to learn new systems, materials, formats, and market requirements.
Exceptional organization, time management, and follow-through, with the ability to manage a high volume of detailed work.
Strong problem-solving and critical-thinking skills, including the ability to consider timing, cost, quality, risk, and priority when evaluating options.
Excellent written and verbal communication skills, with the ability to tailor information to clients, vendors, peers, and leadership.

Responsibilities

Own assigned campaigns from production kickoff through installation, closeout, and final file archiving.
Build and manage production schedules based on artwork deadlines, print lead times, shipping requirements, installation dates, and campaign priorities.
Review incoming artwork, specifications, quantities, and production instructions for completeness and compliance with large-format and transit production requirements.
Coordinate proofing and approval workflows; carefully review proofs, revisions, dimensions, materials, finishing details, color expectations, and final quantities before authorizing production.
Translate production requirements into clear guidance for Sales, clients, agencies, and creative teams, and obtain missing information before deadlines are at risk.
Prepare accurate vendor orders and purchase orders, confirm scope and pricing, and flag discrepancies, added costs, or scope changes before work proceeds.
Partner with printers, fabricators, installers, media partners, and internal teams to confirm feasibility, timelines, delivery details, and installation readiness.
Track campaign status in designated systems and project tools, keeping records, production files, approvals, shipment information, and communication current and organized.
Monitor work in progress, anticipate potential issues, and follow through on open items until they are resolved; do not rely on others to identify missed steps or deadlines.
Troubleshoot artwork, printing, shipping, material, quality, and installation issues by gathering the relevant facts, assessing options, and recommending a path forward.
Escalate risks and exceptions with appropriate urgency and context, including the issue, campaign impact, timing, cost considerations, actions already taken, and recommended next steps.
Maintain clear, concise, and professional communication with internal and external partners, including timely updates, direct answers, ownership, and defined next steps.
Perform quality-control checks and support reprint or issue analysis when campaign materials do not meet approved specifications or quality standards.
Follow established production procedures, approval requirements, file-naming standards, and documentation practices consistently while identifying opportunities to improve workflows.
Balance multiple deadlines and shifting priorities while maintaining accuracy, sound judgment, responsiveness, and a high level of client service.
Contribute to team coverage, knowledge sharing, process documentation, vendor coordination, and special production projects as needed.