At Outform Group, our guiding philosophy is Dare To Innovate.

Outform Group specializes in creating tangible consumer engagements that elevate, connect and humanize brand experiences. We unite leading experts in research, strategy, design, innovation and manufacturing, who work together to create unforgettable brand experiences.

Lean, interdisciplinary teams work in close collaboration with clients, helping them to solve their user’s biggest problems. Our user-centric, data-driven approach focuses on creating a seamless experience across different environments.

Job Summary

We are seeking a highly organized and detail-oriented Production Project Coordinator to support the execution of retail display and fixture programs from concept through production and delivery. This role partners cross-functionally with project managers, design, engineering, and external vendors to ensure timelines, budgets, and deliverables stay on track. This is an excellent opportunity for someone who thrives in a fast-paced environment and enjoys driving projects forward through strong coordination and communication.

DIRECT REPORTS

None

SCOPE & ACCOUNTABILITY

The Production Project Coordinator is responsible for supporting production project execution across multiple concurrent programs. This role ensures accurate tracking of timelines, deliverables, and documentation while maintaining strong communication across internal teams and external vendors. The position plays a critical role in keeping projects organized, on schedule, and aligned with operational and client expectations.

Key Responsibilities

Project Coordination

Support Production Project Managers in end-to-end project execution including development, production, and delivery phases
Maintain project schedules, track milestones, and drive on-time completion
Monitor project progress and communicate updates to internal stakeholders
Assist with order tracking and vendor follow-ups on estimated timelines (ETAs)
Coordinate shipping, tracking, and delivery updates
Support inventory tracking and replenishment efforts

Team & Administrative Support

Provide day-to-day support to project managers and cross-functional teams
Coordinate meetings, schedules, and team communications

Systems & Documentation

Enter and maintain accurate project data in internal systems (ERP, Smartsheet, etc.)
Prepare purchase order requests, invoices, and production-related documentation
Maintain organized and accurate project files and records
Identify opportunities for process improvements and support efficient workflows

KEY INTERFACES (NON-REPORTING)

Production Project Managers
Design Team
Engineering Team
Supply Chain / Logistics
Vendors and Manufacturing Partners
Finance (for invoicing and purchase orders)

KEY PERFORMANCE INDICATORS

Success in this role will be measured against metrics including but not limited to:

On-time project milestone completion
Accuracy and timeliness of project documentation and data entry
Effectiveness of communication and coordination across teams
Vendor responsiveness and adherence to timelines
Inventory accuracy and order tracking efficiency
Contribution to process improvements and operational efficiency

Qualifications

Required:

2+ years of experience in a coordinator, administrative, or project support role
Strong organizational and multitasking skills
Excellent attention to detail and follow-through
Strong communication and interpersonal skills
Proficiency in Microsoft Office (Excel required)

Preferred

Experience in manufacturing, production, or retail displays
Familiarity with project management tools and ERP systems
Exposure to logistics, supply chain operations, or technical drawings

LEADERSHIP ATTRIBUTES & PERSONAL CHARACTERISTICS

Highly organized with the ability to manage multiple priorities simultaneously
Proactive and solution-oriented mindset
Strong sense of accountability and ownership of tasks
Effective communicator who can collaborate across diverse teams
Detail-oriented with a focus on accuracy and quality
Adaptable and comfortable working in a fast-paced, evolving environment

Essential Functions

Working conditions are in a normal office environment. While performing the duties of this job, the employee is regularly required to walk, sit, and stand, using hands to handle, finger, or feel objects, tools, or controls. Occasionally, the employee must crouch or kneel. The employee must occasionally exert or lift up to 20 pounds. Requires long periods of time working at a computer. Travel up to 15% of the time is required and is an essential function of this position.

DISCLAIMER

The above information has been designed to indicate the general nature and level of work performed by employees within this classification and may be amended at any time at the sole discretion of the Employer. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

OUTFORM

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