Production Coordinator

Vector-Media; Costa Mesa (CA); Hybrid; USD 39,000 - 44,000; Full time

Benefits offered by this job

Medical, Dental & Vision

401(k)

Paid Time Off

Job summary

Vector Media in Orange County, CA is seeking a Production Coordinator to join our Operations Department. The Production Coordinator will report to the Production Manager.

This role oversees campaigns from production kickoff through installation, coordinating with vendors, printers, fabricators, installers, and internal teams to ensure accurate, on-time delivery of large-format and transit production materials. This position is hybrid, requiring at least 1 day in the office per week.

Qualifications

• Must have strong organizational skills and ability to maintain complete documentation.
• Able to move work forward independently while following approval processes.
• Sound judgment to escalate or resolve issues promptly.
• Adaptable, curious, and willing to learn new systems and market requirements.

Responsibilities

• Own assigned campaigns from kickoff through installation and final archiving.
• Build and manage production schedules based on artwork deadlines, print lead times, shipping, and installation dates.
• Review artwork, specifications, quantities, and production instructions for completeness.
• Coordinate proofs and approvals; review dimensions, materials, finishing details, and final quantities.
• Translate production requirements into clear guidance for Sales and clients, obtaining missing info before deadlines.
• Prepare vendor orders and purchase orders, confirm scope and pricing, flag discrepancies.
• Partner with printers, fabricators, installers, and internal teams to confirm feasibility and delivery details.
• Track campaign status in systems, keep records updated and organized.
• Monitor work in progress and escalate risks with context and recommended steps.
• Maintain professional communication with partners and teams, providing timely updates.
• Perform quality checks and support reprint or issue analysis when needed.
• Follow production procedures and standards while identifying workflow improvements.
• Balance multiple deadlines with accuracy and client service.
• Contribute to knowledge sharing and vendor coordination as needed.

Skills

Organization

Time management

Communication skills

Problem-solving

Attention to detail

Job description

About Us

At Vector Media, we’re building the future of Mobility Marketing, where media moves with people, meets them in real life, and makes a lasting impression.

In an advertising world cluttered with screens and scrolls, we deliver real-world media with real results. From digital bus shelters and street-level storytelling to experiential activations, college campus and sports partnerships, we connect brands with audiences in the moments that matter most.

Our high-impact media, including fully wrapped vehicles and custom-built experiential assets, turns heads in cities nationwide. And with a presence in 50+ markets, we bring campaigns to life across communities, cultures, and coasts.

Founded in 1998, Vector has grown from an OOH disruptor into a full-service platform built on data, creativity, and movement. We call it Marketing in Motion, an approach that blends storytelling and strategy to drive results across every channel we touch.

But what truly sets us apart is how we show up: as partners. With our clients. With our media partners. With each other. Through accountability, innovation, and shared ambition, we’re helping brands do more than reach people, we’re helping them move people.

What We Value

• Accountability: Taking ownership of our actions, learning from mistakes, and earning trust through responsibility.
• Growth: Supporting personal and professional development, knowing that when our team members thrive, the company thrives.
• Excellence: Always striving for the best possible results and never settling for “good enough”.
• Fun: Bringing energy, creativity, and joy into our work while celebrating our successes together.

Position Summary

Vector Media is searching for a Production Coordinator in Orange County, CA 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. This position is hybrid, requiring at least 1 day in the office per week.

What You Are

• 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 elevate 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.

What You’ll Bring

• 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.

What You’ll Do

• 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.

Compensation and Benefits

Pay Range Details are $28.00 – $32.00 per hour. This range reflects base compensation and may be subject to change. Final compensation will be commensurate with the candidate's experience, education, skills, credentials, and other job‑related factors.

• Medical, Dental, and Vision insurance, Health Savings Account (HSA), Flexible Spending Accounts (FSA), 401(k) Retirement Plan, Paid Time Off Policies, Company-Established Paid Holidays, Basic Life and AD&D Insurance, Short-Term and Long-Term Disability, and Qualified Transportation Program (QTP).

Vector Media is an Equal Opportunity Employer and does not discriminate on the basis of sex, race, age, national origin, ethnic background, disability, veteran status or any other characteristic protected by law.