Employment Type: Full-Time
Work Schedule: Monday to Friday, 6:00 AM – 3:00 PM PHT (DAYSHIFT)
About the Role
As the Production Coordinator, you will manage the day-to-day flow of property photography and media jobs — from receiving bookings and assigning photographers to coordinating property access, monitoring production, managing revisions, and ensuring completed work is delivered to clients.
This is a fast-paced coordination role where organisation, communication, attention to detail, and time management are critical.
You will work closely with the Australian team, photographers, retouchers, floorplan specialists, and real estate agency clients.
Key Responsibilities
Bookings & Scheduling
- Respond to incoming booking requests via email.
- Create and maintain accurate job records in the booking system.
- Schedule and allocate photographers based on location, travel time, job requirements, availability, and skill set.
- Prepare efficient daily run sheets to minimise travel time.
- Confirm property access details, including contact persons, keys, lockbox codes, parking, and special instructions.
- Manage booking changes, reschedules, cancellations, and weather-related changes.
- Monitor photographer availability and leave schedules.
Client Coordination
- Build and maintain strong working relationships with Australian real estate agency clients.
- Respond to client enquiries promptly, professionally, and clearly.
- Manage time-sensitive booking changes and requests.
- Communicate with clients via email and phone when required.
- Escalate issues outside your authority to the appropriate team member.
Quality Control
- Review completed work at a high level before delivery to identify obvious errors or inconsistencies.
- Identify issues with property images, floorplans, or other deliverables.
- Communicate required amendments clearly to retouchers and floorplan specialists.
- Follow up on revisions to ensure corrections are completed before client delivery.
- Take ownership of quality issues rather than simply passing them along.
Delivery & Administration
- Organise completed property media according to the required folder structure and naming conventions.
- Upload completed work to Google Drive.
- Send completed work to clients through shared links.
- Upload files to client or agency portals when required.
- Close completed jobs and prepare them for invoicing.
- Maintain digital archives and equipment records.
- Prepare a short weekly report covering completed jobs and on-time delivery.
Team Coordination
- Communicate daily with the Australian team through Slack.
- Keep relevant team members informed of scheduling changes, delays, and potential issues.
- Identify and communicate risks early to prevent operational problems.
- Coordinate with photographers, editors, retouchers, and floorplan specialists to keep projects moving.
Requirements
Essential
- At least 2 years of experience in coordination, scheduling, dispatch, operations, client services, or a similar role.
- Excellent written English with the ability to communicate clearly, professionally, and warmly.
- Confident spoken English and comfortable communicating with Australian clients and team members.
- Strong scheduling, coordination, and logistics skills.
- Excellent attention to detail.
- Strong organisational and time-management skills.
- Good visual awareness and the ability to identify inconsistencies in images or floorplans.
- Ability to clearly describe visual or technical issues in writing.
- Confident in communicating concerns and requesting corrections when work does not meet requirements.
- Strong file management skills, including folder structures and naming conventions.
- Experience using Google Workspace and Slack.
- Reliable internet and electricity, with a suitable backup arrangement.
- Willingness and ability to work 6:00 AM – 3:00 PM Philippine Time, Monday to Friday.
Highly Desirable
- Experience working with Australian clients or companies.
- Previous experience in real estate, property management, property marketing, photography, or a creative production environment.
- Experience coordinating external suppliers or contractors.
- Experience with scheduling or booking management systems.
- Basic knowledge of Adobe Photoshop and Adobe Illustrator is an advantage.
- Willingness to learn basic Photoshop and Illustrator skills – full training will be provided.
What We're Looking For
We are looking for someone who:
- Stays calm and organised when schedules change or unexpected issues arise.
- Takes ownership and actively looks for solutions.
- Is comfortable communicating professionally with clients, including when setting boundaries or declining requests.
- Can handle repetitive administrative work while maintaining accuracy.
- Is proactive and notices potential problems before they become bigger issues.
- Is curious about the business and understands how their work impacts the wider team.
- Enjoys building strong working relationships with clients and internal stakeholders.
- Has a positive, reliable, and can-do attitude.
What Success Looks Like in Your First 90 Days
Within your first 90 days, you will be expected to:
- Independently manage the daily booking inbox and schedule.
- Prepare accurate photographer run sheets with minimal supervision.
- Ensure property access details are confirmed before photographers attend jobs.
- Identify obvious errors before work reaches the client.
- Follow up on corrections without needing to be prompted.
- Communicate effectively with the Australian team and suppliers.
- Build positive relationships with recurring client contacts.
Tools & Systems
You will work with:
- Google Workspace
- Slack
- Calendly
- iGUIDE
- Adobe Photoshop
- Adobe Illustrator
