Production Manager / Virtual Assistant

We are seeking a highly organized and detail-oriented Production Manager to oversee and optimize our fulfillment process. This role is essential to ensuring a seamless workflow from order submission to final delivery, maintaining quality standards, and driving efficiency within our production team.

Key Responsibilities:

Data Entry & Order Management

• Complete data entry for all orders and attended sessions

• Maintain and manage order forms in Dropbox

• Track fulfillment progress and ensure delivery windows are met

• Placing client orders for products such as: Portraits mounted on Canvas, Masonite, Frames, Art boxes, Gallery wraps etc.

Team & Production Oversight

• Manage and oversee the work created by remote post production artists to ensure deadlines and quality standards are met

  • Noted: Post production artists are responsible for selecting the best photos, and enhancing them before presenting to the client

  • This includes tracking KPI’s (Key Performance Indicators) such as project deadlines, and efficient delegation of orders to each artist

  • The client will provide comprehensive training to ensure the Production Manager understands standards and processes

• Monitor production workflow to identify and resolve issues

• Report production status and updates to upper management

• Interfacing with colleagues and clients in the US and overseas

File & Digital Management

• Edit and refine digital images to meet quality standards this may include simple, photography related tasks such as cropping photos and adding the company’s watermark to each photo – client will provide training

• Prepare and send portrait proofs

• Compress and back up files for efficient storage and retrieval

Process & Quality Control

• Maintain high standards in all aspects of production

• Implement solutions to improve efficiency and reduce turnaround time

Admin & Related Duties

• Data base admin

• Admin assistance for CEO/Owner

• Projects as directed

Skill & Qualifications:

• Demonstrated history of working US hours

• 4-5 years of work experience including 1-2 years supporting US clientele

• Fluency in English writing and speaking (must be able to communicate both on the phone and in email)

• Highly organized with great task and time management skills

• Experience with CRM and scheduling softwares (we use Active Campaign and Acuity)

• Strong critical thinking and problem-solving abilities

• High attention to detail and ability to multitask effectively

• Fast learner with the ability to adapt to new processes quickly

• IT and numerical skills, including proficiency (intermediate level) in Google Spreadsheets and Documents

Why Join Us?

• Be part of a passionate and creative team in a fine art portrait studio

• Opportunity to take ownership of the production process and drive efficiency

• Work in an environment that values growth, organization, and high standards