Production Specialist

Job Title: Production Management Specialist

Duration: 03 Months Contract High possibility of Extension

Location: Grand Rapids MI 49508

Shift: 8:00 AM - 5:00 PM (Monday - Friday)

Note: Candidates who can work on W2 bases without any sponsorship required are encouraged to apply

Job Description:

• Production Management Specialist will manage project intake, overarching production schedules, and financial aspects of productions for video, rendering, and photography projects for the Creative Team.
• This role combines operational efficiency with production finance oversight, ensuring smooth production execution.
• Responsible for managing production billing, payments, vendor relationships, and paperwork, as well as overseeing scheduling and production resource allocation, with approval from creative leaders.
• Works closely with internal teams, vendors, and creative leaders to optimize production operations, anticipate potential issues, and provide key reports to drive successful outcomes.

Key Responsibilities:

• Cultivate and manage vendor relationships including facilitating contracts, gathering necessary information, processing paperwork, and onboarding new vendors into payment systems while ensuring software access is granted appropriately.
• Manage production billing and payment processing for video, rendering, and photography productions, ensuring timely and accurate invoicing.
• Open and track Purchase Orders (POs) and manage vendor PayPal transactions.
• Generate Certificates of Insurance (COIs) and Creative Resource Agreements as needed.

Scheduling & Production Oversight:

• Provide capacity planning support for video, rendering, and photography productions by focusing on logistics, schedules, and resourcing options.
• Independently oversee and negotiate production schedules, book internal and external resources, and manage overall scheduling timelines for XS video, rendering, and photography projects. o XS projects include Podcasts, On-white Imagery, Headshots and Team/Group Photos, Event Photography, small Retouching projects, and Stock Imagery Purchases
• With oversight from Creative Leaders, oversee and negotiate production schedules, book approved internal and external resources, and negotiate overarching production schedules for SXXL video (including RFP videos), rendering, and photography projects.
• When needed, create production scenarios and make schedule and resource recommendations based on experience.
• Oversee new production requests in the Workfront Ecosystem, track requests approval status, and coordinate with appropriate contacts to review and approve new requests.
• Act as first point of contact within Workfront for all video, rendering, and photography production requests, and communicate with Requestors within a pre-approved timeframe of request submission to ensure an excellent experience.
• Response time will be within 24 hours of request submission during normal business hours.
• When needed, assist Requestors with filling out video, rendering, and/or photography production requests in Workfront and answer questions regarding the overarching production and scheduling processes.

Skills

• In-depth understanding of production finance processes, including billing, POs, and payment processing.
• Strong experience with scheduling tools (e.g., Workfront), production resource allocation, and vendor relations.
• Excellent organizational, communication, customer service, and negotiation skills.
• Ability to work independently while ensuring alignment with broader team goals.
• High attention to detail and ability to manage multiple priorities in a fast-paced environment.
• Proactive problem-solver with a solution-oriented mindset.
• Familiarity with production processes for both small-scale and large-scale productions