Creative Production Coordinator

About Us We’re Extenteam, a dynamic company revolutionizing the short term vacation rental industry. Our proven business model has generated consistent revenue, and we are now expanding from a professional services model to a scalable tech-based subscription-first model. As a scaling stage startup, we aim to grow our Monthly Recurring Revenue (MRR) to double our revenue by January 2026 by providing an AI assisted SaaS platform that works for all short term rental businesses regardless of their size. Extenteam is on a mission to streamline and support vacation rental businesses by providing top-notch solutions, including guest communication and property management support. We generate revenue through two primary streams: Dedicated Team Members: Providing trained overseas talent with a recurring premium model, replacing one-time recruitment fees. Tailwind - SaaS Platform: A guest communication Software blended with our shared services team, supporting smaller operators typically with less than 50 units - helping Extenteam increase profitability while growing our product market fit and expanding TAM and service levels. Extenteam is a small but mighty team of 50 consisting of Sales, Partner Success, Marketing, HR & Recruiting, Engineering, Product and Admin (IT, Data etc). We are spread out across the world but we have hubs in Miami, LA, Medellin, and actively expanding into Europe. Our 50 people core team is supported by 400+ DTMs (dedicated team members) that are servicing our customers. Our Values: Commitment to Excellence: Continuously raising the bar and setting new standards in guest communications and service delivery. Exceptional Collaboration: Thriving in a fast-paced, high-performance environment built on clear communication and teamwork. Unified Purpose: Aligning behind a shared mission to drive success with an intense focus. One shared consciousness. Data-Driven Decision-Making: Prioritizing data and results over emotions when making objective, professional decisions. Emphasis on Details: Details matter at every level. Leaders are expected to have a deep understanding of the specifics and adopt a hands-on management style. Our Leadership Philosophy Our company embraces a management style inspired by the ideals of "founder mode," as championed by Airbnb’s Brian Chesky. This means a hands-on, visionary approach to leadership, with a relentless focus on innovation, product excellence, and customer-centric decision-making. We encourage proactive problem-solving, direct involvement in key initiatives, and a collaborative, high-performance culture. To learn more about the "founder mode" philosophy and how it shapes our operations, you can explore this link . Understanding this mindset will provide valuable context for how we operate and what we value in our team members. What This Role Is About: The Creative Production Coordinator will play a pivotal role in supporting the planning, execution, and coordination of various creative projects within the Marketing Communications Department, collaborating with cross-functional teams under the Avenue Living umbrella for both Canada & the US. This role reports directly to our Creative Director. You'll be responsible for assisting in the coordination and organization of design, video, and photo content production, ensuring smooth project workflows, and strict deadlines are met, while maintaining effective communication with the creative team, content teams, and stakeholders. You will work closely with the Creative Director and contribute to the successful delivery of creative projects. Your Main Responsibilities: What This Role Is About: The Creative Production Coordinator will play a pivotal role in supporting the planning, execution, and coordination of various creative projects within the Marketing Communications Department, collaborating with cross-functional teams under the Avenue Living umbrella for both Canada & the US. This role reports directly to our Creative Director. You'll be responsible for assisting in the coordination and organization of design, video, and photo content production, ensuring smooth project workflows, and strict deadlines are met, while maintaining effective communication with the creative team, content teams, and stakeholders. You will work closely with the Creative Director and contribute to the successful delivery of creative projects. Your Main Responsibilities: WHAT WILL YOU DO? Intake, assign, and manage internal creative requests, prioritizing and re-prioritizing based on Avenue Living’s shifting needs. Assess incoming requests and determine the most effective workflow, project structure, and resource allocation based on project scope and business needs. Input tasks and deadlines using project management tools and proper workflow templates. Ensure deadlines are met in a fast-paced work environment and communicate actively with the Creative Director, Creative Team, and stakeholders. Work with Avenue Living’s various Strategy and Creative teams to organize logistics including multimedia shoot locations, schedules, equipment, contractors/crews, travel, and more. Manage the maintenance and organization of video, photo, and design asset libraries. Proactively support and manage team resources. Monitor team capacity and workload distribution to support resource planning and ensure balanced project allocation. Identify potential weak points in processes, find efficiencies and recommend improvements. Develop, implement, and optimize workflows, templates and operational processes to improve project efficiency and support scalable creative production. Develop and implement traffic plans to ensure the timely and accurate delivery of content. Complete and support administrative tasks. Prepare and maintain detailed reports on content delivery performance. Analyze project volume, resources, and workflow performance to improve operational efficiency, and support decision- making. Develop visual workflow maps, process documentation, and project frameworks that help stakeholders and team members understand project requirements, responsibilities, dependencies and delivery processes. Develop and maintain workflow automations, project tracking systems, and operational tools that improve visibility, streamline processes, and increase team efficiency. What We’re Looking For: Bachelor’s degree or diploma in media production, digital media, television & radio, media studies, communications, or related field. Tech savvy and previous use of project management tools, such as Asana, JIRA, Monday,Microsoft Excel, etc. to manage different tasks, input projects, and schedule priorities, resources,and timelines. Proven experience in traffic management and content delivery. Experience designing and improving workflows, operational processes, and resource management strategies within a creative environment. Awareness of pre-production, production, and post-production processes for various types of creative projects. Excellent written and verbal communication skills. Strong organizational, analytical, problem-solving, and multi-tasking skills. Ability to evaluate project requirements and translate business needs into effective production workflows and project plans. Able to work under tight deadlines and handle multiple tasks simultaneously with a positive attitude. Able to work independently and as part of a team. The ability to anticipate and effectively communicate and solve practical problems or issues. Professional, can-do demeanor: ability to work well with people at all levels and ability to navigate relationships with other creatives. Excellent interpersonal skills and customer service orientation. 2+ years of experience in a traffic manager/project manager role. 1+ years of experience working in a creative environment. Technical Requirements: Internet speed minimum 30mbps: Needs to be Wired (Buy a dongle if no LAN port) i5 11th Gen or higher Windows 11 / MacOS Catalina or higher Minimum of 8 GB RAM Private and quiet dedicated home office area (no roosters, dogs, children's noises in the background) Back-ups in case of power or internet provider interruptions Good headset and webcam (preferably noise-canceling headset) Why You’ll Love Working with Us: Competitive Salary — We offer a competitive salary that reflects the candidate’s experience, skills, and responsibilities. Remote Work — This role is 100% remote, allowing flexibility and eliminating daily commute. Paid Time Off — Standard leave entitlements (vacation, sick leave, vacation leave) for rest and well-being. HMO Coverage — Company-provided HMO plan, offering access to medical services via accredited hospitals and clinics under a Health Maintenance Organization. This helps ensure employees have access to routine checkups, consultations, and coverage for medical care.