Art & Product Development Project Coordinator

Art & Product Development Project Coordinator

Employment Type: Full-time, Independent Contractor

Work Model: Remote

Work Hours: US Business Hours alignment (Occasional scheduled communication outside standard hours to accommodate overseas supplier time zones)

We are seeking a highly organized, detail-driven Art & Product Development Project Coordinator to manage daily project workflows, domestic/overseas supplier communications, and sample logistics across our Art, Product Development, and Merchandising departments.

In this seat, you will own Wrike as the central source of truth for all department projects—supporting brick-and-mortar retail accounts, luxury lines, and online collections. Serving as the primary operational liaison between internal supervisors, domestic production leads, and overseas suppliers, you will manage project schedules, coordinate complete sample requests, maintain database hygiene (
Trendflow
), and resolve administrative bottlenecks to ensure product launches remain on schedule.

1. Department Wrike Governance & Project Management

• Wrike Ownership: Build, maintain, and manage end-to-end department workflows in Wrike
  —setting up project structures, subtasks, dependencies, realistic timelines, and ownership tags across domestic and overseas projects.

• Pipeline Monitoring & Escalation: Monitor project milestones daily, follow up on missing deliverables, and escalation potential delays, scope changes, or conflicting priorities to supervisors before deadlines are impacted.

• Dashboard Accuracy: Maintain real-time accuracy across department Wrike dashboards, ensuring all completed stages, scope revisions, and executive approvals are documented.

2. Production & Overseas Supplier Communication

• Supplier Coordination: Act as the primary operational point of contact between internal teams, domestic production leads, and overseas suppliers for active product developments.

• Spec Handoffs: Transmit approved artwork, product specifications, finishes, formats, and requested delivery dates—confirming supplier understanding and receipt.

• Async & International Follow-Up: Track development timelines, production handoffs, and shipping schedules across international time zones (requiring flexible communication touchpoints as needed).

3. Sample Request Administration & Tracking

• Sample Lifecycle Ownership: Coordinate the end-to-end sample process—from intake request submission through supplier development, receipt, team routing, review feedback, and approval closure.

• Live Tracker Governance: Maintain a live sample-request log tracking project names, accounts, supplier contacts, target delivery dates, status notes, and shipping details.

• Sample Review Routing: Ensure physical/digital samples are logged, organized, and routed to supervisors for feedback; promptly communicate approved revisions or replacement requests to suppliers.

4. Product Development Records & File Organization

• Database & File Hygiene: Maintain accurate, organized records for finishes, frames, foils, formats, and sample data inside Trendflow and designated shared drives using strict version control.

• Handoff Verification: Confirm all required creative and product approvals are finalized before handing off master artwork files and specifications to production partners.

• Project Coordination Track Record: 2–4+ years of experience coordinating workflows, production logistics, or creative operations in product development, merchandising, or manufacturing environments.

• Wrike Proficiency: Hands-on experience building and managing project workflows, task dependencies, and dashboards in Wrike (or comparable enterprise tools like Asana, , or Jira).

• Communication & Vendor Management: Except…