[Hiring] Production Project Coordinator @Fresh Prints

Role Description

As a Production Project Coordinator , your job is to make sure the trains leave the station on time. Every order goes out accurately, on schedule, and without surprises for the client or vendor.

• You’ll sit on the production team, reporting to the Order Management Lead and working closely with Creative Client Managers.
• Once a client signs off on an order, you’ll process it in the proprietary order system, place it with the right manufacturer, and keep it moving until it ships and the invoice is paid.
• This is a high-volume environment with many orders and vendors moving at once.
• You’ll need a project manager’s mindset: know where each order stands, what needs to happen next, and who needs a follow-up.
• You’ll have support from the Order Management Lead, but you’re expected to drive your assigned orders forward independently.

Qualifications

• 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.
• A strong sense of urgency and follow-through.
• Good judgment when managing competing deadlines.
• The ability to work proactively without constant supervision.
• 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.
• The ability to learn new software quickly; training will be provided on the proprietary system.

Requirements

• 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.
• Spot recurring process problems and suggest fixes to prevent the same mistakes from happening again.

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.

How We’ll Measure Success

• Orders are processed accurately, with a success rate as close to 100% as possible.
• Orders are placed and shipped on schedule, with delays flagged early rather than discovered late.
• Every order has a complete, accurate document trail that anyone on the team can easily access.
• Vendors are paid accurately and on time.
• Orders move forward without routine reminders from the Order Management Lead.

Role Details

• Company: TVP
• Location: Remote
• Employment Type: Full-Time