Production Coordinator

THINKSTERc; Penang; On-site; MYR 33,000 - 58,000; Full time

Job summary

THINKSTERc in Penang is seeking a proactive Production Coordinator to join our team. This full-time role brings together people, schedules, resources, and project information to turn creative plans into well-prepared productions.

You will work closely with our creative and production teams to keep projects on track, ensure arrangements match the creative brief, and control avoidable delays and costs. Occasional weekend or outstation shoots may be required.

Qualifications

• Experience in production, design, or KOL and talent management.
• Strong organisational skills and ability to coordinate multiple projects and deadlines.
• Proactive preparation, follow-ups, problem-solving, and early risk communication.
• Understanding of creative briefs, branding, campaign direction, and social media content.
• Clear written and spoken English with client, talent, supplier, and team communication.
• Budget awareness when checking quotations, booked hours, expenses and supporting records.
• Comfort with spreadsheets and project management tools.
• Willingness to work on location and occasional weekend shoots.

Responsibilities

• Coordinate production preparation for campaigns, ensuring deadlines.
• Prepare schedules, call sheets, production checklists, and project documents with clear responsibilities and timelines.
• Source talents, models, locations, and crew that fit the creative direction and budget.
• Check proposed resources against the brief to reduce amendments and re-sourcing.
• Obtain written confirmations of bookings, rates, scope, availability, and terms.
• Coordinate products, props, wardrobe, materials, equipment rentals, transport, and shoot requirements.
• Monitor progress with the team and flag delays early; coordinate recovery if needed.
• Monitor booked hours, overtime rates, and cut-off times to prevent extra charges.
• Track props, materials, and equipment against budgets; maintain receipts and quotations.
• Maintain asset checklists; report missing/damaged items promptly.
• Ensure location permissions, releases, and content usage approvals are complete.
• Keep clients and teams aligned on requirements, approvals, schedules, and changes.
• Provide ClickUp updates covering progress, blockers, deadlines, decisions needed; escalate risks.
• Coordinate post-production follow-ups and final handovers with correct files/links.
• Maintain talent, location, and supplier databases; reuse existing contacts.
• Complete post-shoot improvement actions and apply relevant knowledge to future decisions.

Skills

Organisational skills

Attention to detail

Proactive approach

Budget awareness

ClickUp experience

Spreadsheets

Collaboration

Communication

Education

Media/Communications/Film Production/Design/Marketing degree

Tools

ClickUp

Job description

THINKSTERc is looking for a proactive and detail-oriented Production Coordinator to join our team in

This full-time role brings together people, schedules, resources, and project information to turn creative plans into well-prepared productions. You will work closely with our creative and production teams to keep projects on track, ensure arrangements match the creative brief, and control avoidable delays and costs.

We are looking for someone who anticipates what is needed, follows through on details, and takes ownership from preparation through to final handover.

What you'll be doing

• Coordinating production preparation for brand campaigns, photography, videography, and social media content, ensuring requirements are ready by agreed deadlines.
• Preparing and maintaining schedules, call sheets, production checklists, and project documents, with clear responsibilities and timelines.
• Sourcing talents, models, KOLs, locations, makeup artists, stylists, suppliers, and freelancers that suit the approved creative direction, audience, and budget.
• Checking proposed resources, props, styling, and visual references against the creative brief before submission to reduce avoidable amendments and re-sourcing.
• Obtaining written confirmation of bookings, rates, scope, availability, call times, deliverables, and usage terms before production.
• Coordinating products, props, wardrobe, materials, equipment rentals, transport, and other shoot requirements.
• Working with the Assistant Director and production team to monitor progress against approved schedules, flag delays early, and coordinate practical recovery arrangements.
• Monitoring booked hours, overtime rates, and cut-off times for talents, locations, and other external resources to prevent avoidable additional charges.
• Tracking props, materials, and equipment expenditure against approved budgets, obtaining approval before additional commitments, and maintaining accurate quotations, receipts, and expense records.
• Maintaining prop and company asset checklists, confirming items are returned and stored correctly, and promptly reporting missing, damaged, or outstanding items.
• Ensuring applicable location permissions, model releases, KOL agreements, and content usage approvals are complete before production or content use.
• Keeping clients, internal teams, and external partners aligned on requirements, approvals, schedules, and changes.
• Providing clear, consistent ClickUp updates covering progress, blockers, next actions, deadlines, and decisions needed; escalating risks before they affect production, costs, or delivery.
• Coordinating post-production follow-ups and final handovers, ensuring the correct approved files and links are recorded before tasks are closed.
• Maintaining accurate talent, KOL, location, and supplier databases, updating new usable resources promptly and reusing suitable existing contacts.
• Completing agreed post-shoot improvement actions and applying relevant campaign, industry, and social media knowledge to improve future project decisions.

What we're looking for

• Experience in at least one of the following: production, design, or KOL and talent management is preferred.
• Strong organisational skills, attention to detail, and the ability to coordinate multiple projects and deadlines.
• A proactive approach to preparation, follow-ups, problem-solving, and early risk communication.
• An understanding of creative briefs, branding, campaign direction, and social media content, with the judgement to recommend suitable resources.
• Clear written and spoken English, with confidence communicating with clients, talents, suppliers, and colleagues.
• Practical budget awareness and care when checking quotations, booked hours, expenses, and supporting records.
• Confidence using spreadsheets, shared documents, and project management tools. Experience with ClickUp is an advantage.
• The ability to stay composed when plans change, prioritise effectively, and follow through without repeated reminders.
• A collaborative attitude, openness to feedback, and a commitment to improving how work gets done.
• Professional integrity, respect for confidential information, and accountability for commitments and outcomes.
• Basic design, styling, presentation, or motion graphics skills would be an advantage.
• A diploma or degree in Media, Communications, Film Production, Design, Marketing, or a related field is preferred. Relevant practical experience is also valued.
• Willingness to work on location and accommodate scheduled shoots, including occasional weekend or outstation assignments.

What we offer

You will work closely with our creative and production teams on brand campaigns, shoots, and content projects, gaining exposure to the full process from creative planning to final delivery.

We offer competitive remuneration based on experience and capabilities, opportunities to develop your production and project coordination skills, and a collaborative workplace that values initiative, accountability, learning, and creative contribution.

About us

THINKSTERc is a Penang-based creative agency specialising in branding, creative campaigns, content creation, photography, videography, and design.

We bring strategy, creative direction, and production together to help brands build a recognisable presence and connect with their audiences. We care about the thinking behind the work and the details that make it happen.

Our team takes ownership, keeps learning, and works together to deliver creative work that supports our clients’ brands and business goals.