Production Project Coordinator

Overview

The Production Project Coordinator manages high-volume branded merchandise production orders from client approval through shipment and invoice payment. The role processes orders, coordinates with manufacturers and vendors, tracks progress, maintains documentation, and independently drives assigned orders forward.

What you'll do

• Process new orders in the proprietary system as soon as client approval comes in, and keep every open order current.
• Submit orders to manufacturers and vendors, confirming specifications, quantities, pricing, and ship dates before production begins.
• Track daily status across all open jobs and flag delays, errors, or risks to the Order Management Lead and Client Managers early.
• Build and send a daily status report covering every order in production, organized by status.
• Maintain a complete paper trail for every order, including purchase orders (POs), vendor proformas, invoices, shipping updates, tracking, and shipping methods.
• Check vendor invoices against POs and proformas, and coordinate with Finance to ensure vendors are paid accurately and on time.
• Serve as the day-to-day contact for vendors on order questions, changes, and follow-ups.
• Use AI tools to manage a large order volume, such as summarizing status, catching document mismatches, and drafting vendor follow-ups.
• Spot recurring process problems and suggest fixes to prevent the same mistakes from happening again.
• Process orders accurately, place and ship them on schedule, flag delays early, maintain complete document trails, ensure vendors are paid accurately and on time, and give outstanding or at-risk orders timely follow-up and a clear next step.

What you'll need

• 2+ years of hands-on experience in order management, production coordination, purchasing, or a similar role.
• Exceptional organization and the ability to manage dozens of open orders across multiple vendors while knowing the status of each.
• Strong attention to detail, including catching incorrect quantities on POs or pricing discrepancies against vendor proformas.
• A clear understanding that the goal is to keep orders accurate and moving—not simply to update their status.
• Ownership of documentation, persistent follow-up, and timely escalation.
• A strong sense of urgency and follow-through.
• Good judgment when managing competing deadlines: prioritize effectively, handle routine issues independently, and know when to involve the Order Management Lead.
• The ability to work proactively without constant supervision, keep commitments, and close the loop without repeated reminders.
• Comfort using AI tools in daily work, with an interest in using them to work faster and catch more errors.
• Strong written communication with vendors and internal teams, including following up until you get an answer.
• The ability to learn new software quickly; training will be provided on the proprietary system.

Nice to have

• Experience with Finance or Accounts Payable, including invoice matching, vendor payments, or account reconciliation.
• Experience working with manufacturers, especially overseas manufacturers or multi-vendor production.
• Familiarity with shipping methods, freight, and tracking logistics.

Details

• Work location: India and The Philippines.
• Remote.
• Full-time employment.
• The role reports to the Order Management Lead and works closely with Creative Client Managers.