POSITION OVERVIEW

The Creative Services Coordinator is responsible for the operational infrastructure that keeps the Creative Department running accurately and on schedule. This role owns the full lifecycle of purchase order management, vinyl margin tracking, and real-time data integrity across all active job platforms — ensuring that production decisions are supported by clean, current information at every stage of a job.

This position sits at the intersection of production operations and financial accountability. It requires an individual who is highly organized, proactive in identifying discrepancies, and capable of functioning independently within a fast-paced fabrication environment. Candidates with a background in production coordination, print or wrap operations, or operational support roles are strongly preferred.

KEY RESPONSIBILITIES

Purchase Order Management

• Own the full PO lifecycle, including creation, tracking, and closure on active jobs.

• Reconcile purchase orders against incoming invoices and resolve discrepancies before they escalate to billing issues.

• Maintain a clean, auditable PO log accessible to production and finance stakeholders without requiring additional context.

• Monitor aging PO-to-invoice mismatches and escalate unresolved items within 48 hours.

Vinyl Margin Tracking

• Assume ownership of the existing vinyl margin tracking spreadsheet and maintain accuracy across all active jobs.

• Cross-reference O2 cards against purchase orders on a per-job basis to identify oversold and undersold vinyl positions.

• Flag margin variances to the Creative team and PM team prior to job close.

• Identify inefficiencies in the current manual process and implement improvements to increase speed and reliability.

Data and Schedule Integrity

• Maintain current, accurate information across all relevant platforms: Jira, O2 Cards, Dropbox, client-facing schedules, and project-related email threads.

• Capture and propagate all scope changes, deadline shifts, and delivery updates to every applicable system at the time they are communicated.

• Ensure zero data gaps on active jobs — no information should exist in isolation across platforms.

QUALIFICATIONS

Required

• 2+ years of experience in a production operations, project coordination, or administrative support role within a fabrication, print, manufacturing, or similar physical production environment.

• Demonstrated proficiency in spreadsheet-based data management, including formula use, cross-referencing, and variance tracking.

• Working knowledge of Jira or comparable project management platforms.

• Strong attention to detail with a track record of catching and resolving discrepancies proactively.

• Clear, concise written and verbal communication skills; comfortable escalating issues promptly and without ambiguity.

Preferred

• Familiarity with vinyl production, vehicle wrap operations, or large-format print environments.

• Experience managing purchase orders and reconciling against invoices in a production context.

• Exposure to Dropbox or equivalent file management systems in a collaborative team environment.

Attributes We're Hiring For

• Self-directed: able to assess priorities independently and execute without waiting for instruction on routine tasks.

• Operationally adaptable: comfortable shifting focus when the floor demands it, without losing track of open items.

• Low-ego, high-accountability: more interested in the work being right than in credit for doing it.

IMPORTANT CLARIFICATIONS

This is not a design or creative production role. Candidates seeking a pathway into creative work are not a fit for this position and will find the scope misaligned with their goals. We are hiring for operational excellence, not creative potential.

This role also differs from a general office coordinator position. Generic administrative experience outside of a fabrication or production context is unlikely to prepare a candidate for the pace and specificity of this environment.

90-DAY SUCCESS METRICS

• PO cycle time measurably reduced from baseline.

• No PO-to-invoice mismatches aging beyond 48 hours without documented resolution.

• Vinyl margin tracking current on all active jobs at any given point in time.

• Zero data gaps across platforms on active projects. 

• All active job data current and consistent across platforms, with no outstanding gaps or orphaned updates.

WHY LIME MEDIA

Lime Media has been recognized among Dallas's fastest-growing companies and continues to expand its capabilities across experiential marketing, mobile activations, and custom fabrication. Our culture is built on three core values — love, accountability, and evolution — and we take all three seriously. If you are motivated by precision, thrive in a dynamic production environment, and want to be part of a team that takes real pride in the quality of its work, we'd like to hear from you.

ABOUT LIME MEDIA GROUP

Lime Media is one of the nation's leading experiential marketing companies, specializing in the design, fabrication, and activation of custom branded vehicles, mobile tours, and large-scale immersive experiences. With a fleet of more than 250 assets and two decades of production history, we partner with major brands across telecom, fashion, beverage, technology, and beyond to bring imagination to life — on deadline and on budget.

Our production environment is high-velocity by nature. Jobs move fast, scopes evolve, and the margin for operational error is narrow. Every member of our team is expected to function at a professional level and contribute to the precision that makes our work possible.