Design Production Coordinator at URBANcoast in Clearwater, FL

Job Overview

URBANcoast is a boutique design studio specializing in luxury wedding invitations, custom stationery, and elevated event branding. Since 2007, we have brought our clients' visions to life through thoughtful design, exceptional craftsmanship, and a highly personalized experience.

We are looking for a detail-oriented, proactive, and highly organized Operations & Production Manager to oversee the day-to-day flow of our studio and ensure every project moves seamlessly from initial inquiry through final delivery.

This role is ideal for someone who thrives in a fast-paced creative environment, enjoys managing multiple projects simultaneously, and takes pride in keeping everything organized, on schedule, and running smoothly. The right candidate is an excellent communicator, a natural problem-solver, and someone who can confidently manage client communication, coordinate production, oversee quality control, and keep the team accountable to deadlines.

You will work closely with our design team, clients, and outside vendors to ensure every detail is handled with care and every project meets URBANcoast's standards.

Responsibilities

Client Management & Administration

• Serve as a primary point of contact for clients throughout the project process, providing timely, professional, and personable communication.
• Prepare and send client quotes and invoices.
• Track payments, follow up on outstanding invoices, and ensure projects are cleared for production.
• Manage client forms, project details, approvals, and other required documentation.
• Keep clients informed of project progress, upcoming deadlines, and important next steps.
• Ensure all client information, project specifications, and approved details are accurate and properly documented in our project management system (Monday) and our CRM

software (Dubsado).

Studio Operations & Project Coordination

• Oversee the daily operations of the studio and help maintain an organized, efficient workflow.
• Manage and maintain project schedules, production calendars, and client deadlines.
• Track all active projects and ensure tasks, follow-ups, and deliverables are completed on time.
• Monitor project progress and proactively address potential delays or scheduling conflicts.
• Maintain organized systems for project tracking, file management, inventory, and studio processes.
• Assist with managing studio supplies, materials, and inventory as needed.

Production Management & Quality Control

• Oversee projects from final design approval through printing, assembly, and delivery.
• Review designs, proofs, and production files for accuracy, including wording, spelling, quantities, colors, specifications, and print requirements.
• Execute local vendor pickups and drop-offs as needed.
• Oversee finished products for quality, accuracy, and consistency with approved proofs and specifications.
• Assist with hands-on stationery assembly as needed.
• Assist with small in-house printing projects as needed
• Ensure completed orders are properly organized and prepared for client pickup or delivery.

Qualifications

• Previous experience in operations, project coordination, production management, or a similar administrative role.
• Exceptional organizational skills and an ability to manage multiple projects and deadlines simultaneously.
• Strong attention to detail, particularly when reviewing written content, artwork, specifications, and finished products.
• Excellent written and verbal communication skills.
• Experience preparing estimates, quotes, invoices, and/or managing client accounts.
• Comfortable communication with clients, vendors, and team members in a professional and personable manner.
• Strong problem-solving skills and the ability to anticipate needs before the need for escalation.
• Experience with Microsoft Office, general project management tools and CRMs. Monday and Dubsado preferred.
• Comfortable working in a creative, deadline-driven environment.
• Ability to work independently, take initiative, and hold yourself and others accountable to deadlines.
• Valid drivers’ license and reliable transportation for occasional local vendor pickups and dropoffs.
• Experience in printing, stationery, graphic design (including but not limited to Adobe Creative Suite, Canva, etc.) or event production is a plus!

Pay: $20.00 - $25.00 per hour

Expected hours: 40.0 per week

Benefits:

• Paid time off
• Retirement plan

Application Question(s):

• Do you live within 20 minutes to the studio location?

Work Location: In person