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Production Coordinator

Department: Creative Services
Location: Santa Monica, CA

One by one, we are leading a movement to a future where all beauty is clean beauty. We are powered by people, and our collective mission is to get safer products into the hands of everyone. Formulate, advocate & educate- that's our motto for creating products that truly perform while holding ourselves to unparalleled standards of safety.

Why?

It's really this simple: Beauty should be good for you.

We are looking for an enthusiastic, motivated professional to join our team as a production coordinator. In this role, you will supervise the production assistants, maintain production schedules, and handle a variety of other tasks that ensure productions run smoothly. You will report to the production manager. If you are well-organized, skilled multi-tasker who thrives in a fast-paced environment, then you may be an excellent candidate for this position.

Responsibilties:

  • Manage shared shoot calendar pre/post invites sent to cross functional stakeholders, adjusting invites as needed when shifts.
  • Gathering proper information to draft shoot call sheets for Photoshoot Producer’s approval before dispersing.
  • Work closely with in-house retoucher, Photoshoot Producer and project manager in order to help ensure post timelines are on track, partner approvals are happening accordingly, notes are communicated clearly and on time, and deadlines are being met.
  • Schedule meetings with cross functional partners and in-house retoucher for all notes and color approvals.
  • Work with in-house retoucher on placing retouching rounds and final files in the correct folder on both the photography and video server.
  • Manage post tracker document of assets after shoot which includes tracking for both in house and external post-production.
  • Assist in all casting package requests as well as in person go-see meetings, organizing into excel list for Photoshoot Producer review and feedback.
  • Assist in requesting, holding, and confirming artists, talent, studios, locations, catering, production assistants, etc. for all shoots.
  • Supporting video team by requesting music licenses and caption/subtitle files.
  • Work with Product Marketing in order to take notes for comp discrepancies, pack comps for shoot appropriately, manage product on set, and return in pristine condition.
  • Pulling and ordering existing product for all shoots while tracking costs in master budget.
  • Shipping product to talent before shooting for in use training or after shoot as a thank you gift. Working with brand marketing for any seeding initiatives.
  • Schedule requested external agency or talent meetings, calendarizing and working with facilities to ensure guest protocol is followed.
  • Keep receipts and track production expenses used on company card, wrapping out reports in timely fashion while tracking costs for master shoot budgets.
  • Work closely with the legal team and Photoshoot Producer to create appropriate SOWs and other license agreements for vendors/talent sign off before shoot, making sure all usage and payment terms are correct.
  • Help legal to calendarize all asset usage length and expiration notices.
  • Support Photoshoot Producer by working with Purchases to create PO’s for all vendors booked before shoot day happens, ensuring that vendors receive PO before they send final invoice.
  • Help Track received and outstanding invoices post shoot, checking to make sure all invoices have appropriate pricing, billing, contact, and PO information.
  • Support production for in house video team when needed.

Qualifications:

  • Hyper Detail Oriented – juggling spreadsheets, multiple shoots, and helping to problem solve creative fires are what you’re known for - and you love it!
  • Adaptable - every day is different in a startup; you’ll be expected to apply yourself over a wide array of different tasks on a daily basis to support creative needs.
  • Analytical – you are able to assess and adapt to many changing processes in order to help streamline and create best practices for the brand.
  • Hustle - we are looking for someone with a sense of urgency who's not afraid to roll up the sleeves when there is a time of need.
  • Passionate – you are obsessed with all things creative and that includes the many moving pieces that go along with the process.
  • A team player - we respect each other at Beautycounter and work hard to strengthen our mission and advocacy efforts! It’s important to us that you fit in well with our team ethos and overall brand mission.
  • Tech Savvy – you can navigate adobe suite programs in your sleep and know your way around Capture One software and its filing system. You are versed in both photography and video language and can think full picture when it comes to post.

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