Production Coordinator

About Grapes Worldwide

Grapes Worldwide is a full-service integrated communication agency specializing in digital marketing, creative strategy, AI-driven content, and performance advertisin g. The agency works with a diverse portfolio of brands across tech, consumer, and digital-first ecosystems, delivering high-impact storytelling through data-backed creativity. Their expertise lies in crafting innovative ad films, branded content, digital campaigns, and emerging AI-led creative solutions.

Role Overview

We are looking for a highly organized and proacti ve Production Coordina tor to manage the day-to-day operations of our AI Content Production team. This role is ideal for someone with experience in production houses, creative studios, advertising agencies, or digital content environments who understands how to coordinate multiple stakeholders, manage timelines, and ensure smooth project execution.

You will act as the operational backbone of a team of approximate ly 8–10 AI Arti sts, ensuring projects move seamlessly from briefing and planning to execution and final delivery. The ideal candidate is detail-oriented, process-driven, and capable of handling multiple projects of varying scales simultaneously while maintaining quality, timelines, and team efficiency.

Key Responsibilities

Project Planning & Coordination

• Manage end-to-end production workflows across AI-generated content projects.
• Translate project briefs into actionable timelines, task allocations, and delivery plans.
• Coordinate project execution from scripting and creative planning through final delivery.
• Monitor project progress and proactively identify risks, bottlenecks, and resource requirements.
• Ensure all deliverables are completed on schedule and meet quality expectations.

Team Management & Resource Allocation

• Coordinate daily operations for a team of 8–10 AI Artists
• Allocate work based on project priorities, team bandwidth, and skill sets.
• Track productivity, project status, and resource utilization across multiple assignments.
• Facilitate communication between artists, creative teams, strategy teams, and leadership.

Production Operations

• Create and maintain project trackers, production schedules, status reports, and workflow documentation.
• Develop costing sheets, budget trackers, and project estimates.
• Manage timelines for internal reviews, revisions, and final deliveries.
• Assist in defining and improving production processes for scaling AI content operati ons.

Cross-Functional Collabora tion

• Work closely with Creative Strategists, Copywriters, Designers, AI Artists, Account Managers, and Leadership teams.
• Coordinate dependencies across departments to ensure smooth execution.
• Align stakeholders on project requirements, timelines, and expectations.
• Drive accountability and follow-ups to ensure projects remain on track.

Logistics & Large-Scale Project Management

• Support planning and execution of larger production initiatives and campaigns.
• Prepare operational plans, resource schedules, and execution frameworks.
• Coordinate external vendors, freelancers, or partners when required.
• Ensure all project documentation and assets are properly organized and accessible

Skills & Qualifications:

• 3–4 years of experience in a Production Coordinator, Project Coordinator, Production Executive, Creative Operations, or similar role.
• Experience working in advertising agencies, production houses, creative studios, media companies, or digital content environments.
• Strong project management and organizational skills.
• Ability to manage multiple projects simultaneously in a fast-paced environment.
• Excellent communication and stakeholder management skills.
• Strong understanding of content production workflows.
• Proficiency in spreadsheets, trackers, documentation, and project planning tools.
• Ability to create costing sheets, resource plans, and production schedules.

Preferred

• Experience managing video production, digital campaigns, or creative content projects.
• Familiarity with AI-powered content creation workflows.
• Experience using project management platforms such as Asana, ClickUp, Monday.com, Notion, Trello, or similar tools.
• Understanding of creative production pipelines, post-production workflows, and advertising deliverables.