Photo and Sample Coordinator - Sr. Specialist Level

Photo & Sample Coordinator

Catalyst Brands Creative Services & Operations drives the content supply chain across all Catalyst lifestyle and iconic brands delivering high-quality creative content across every brand and channel. The team builds the systems, processes, and teams that power storytelling, efficiency, and innovation at scale.

The Photo & Sample Coordinator supports both photo production operations and product sample management across Catalyst's lifestyle and iconic brands. This role serves as the operational bridge between Merchandising, Creative, Producers, and the Plano Photo Studio, ensuring products, style-outs, production logistics, and shoot preparation come together seamlessly.

Approximately half of the role focuses on end-to-end sample coordination, including ordering, tracking, shipping, receiving, and style-out preparation. The remaining responsibilities support Producers throughout the production lifecycle, including pre-production planning, production logistics, shoot execution, and post-production wrap. This role is ideal for someone looking to build a career in photo production while developing strong operational, organizational, and production management skills.

Responsibilities

Sample Management & Logistics

• Own the end-to-end sample lifecycle from request through return.
• Manage daily sample tracking, organization, and movement for all New Yorkbased marketing and editorial photo shoots.
• Partner with Merchandising and Buying teams to confirm sample availability and delivery timing.
• Coordinate shipments to and from the Plano Photo Studio for eCommerce shoots.
• Maintain accurate documentation for all sample check-ins, barcoding, shipping, and returns.
• Validate sample receipts against shot lists and identify missing or incorrect product before production.
• Track missing or delayed samples and communicate proactively with cross-functional partners.
• Maintain sample rooms and organization standards to ensure inventory is easily located and production-ready.

Production Coordination

• Coordinate production schedules, production documents, and vendor communications under the direction of Producers.
• Support Producers in pre-production planning and on-set execution.
• Assist with call sheets, shot lists, prop sourcing, catering orders, and production schedules.
• Assist with location logistics, talent coordination, wardrobe preparation, prop management, and studio readiness.
• Support shoot-day execution by resolving production issues and coordinating with cross-functional partners.
• Help manage production budgets, purchase orders, invoices, and expense reconciliation as assigned.
• Help coordinate cast fittings, style-outs, and shoot setup logistics.
• Communicate clearly with creative, studio, and post-production teams to ensure timelines and deliverables are met.

eCommerce Coordination

• Collaborate with Plano/NJ Photo Studio teams to align on eCommerce shoot schedules and sample shipments.
• Support building and maintaining eCommerce shot lists in coordination with Merchandising and Studio Operations.
• Ensure all samples are delivered on time and accurately documented in production systems.

Administrative & Process Support

• Maintain production trackers, calendars, and databases to ensure clear visibility into shoot readiness.
• Help develop and document SOPs for sample management and photo coordination workflows.
• Maintain production documentation including call sheets, contact lists, schedules, production books, and shoot archives.
• Support post-shoot wrap, including returns, archiving, and inventory reconciliation.

Key Partners

• Photo Producers and Manager, Photo Production New York
• Merchandising and Buying Teams
• Plano Photo Studio and Studio Operations
• Creative and Marketing Teams
• Post Production and Asset Management
• External Vendors, Stylists, and Shippers

Qualifications

• 24+ years of experience in sample coordination, studio operations, or fashion photo production.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent communication and problem-solving skills.
• Experience with production tracking or sample management systems (Creative Force, ShotFlow, LetsFlo, etc.) a plus.
• Proficiency in Microsoft Office, Excel, and Google Workspace tools.
• Must be able to lift, pack, and move product samples as needed.
• Willingness to travel occasionally for shoots or cross-studio coordination.

Competencies

• Organization & Attention to Detail Tracks multiple workflows with accuracy and ownership.
• Collaboration Communicates effectively and builds trust across teams.
• Accountability Follows through on commitments and maintains accuracy in documentation.
• Agility Adapts quickly to shifting schedules and priorities.
• Proactive Problem Solving Anticipates needs and resolves issues before they escalate.

What You Get:

If eligible, we offer a competitive benefits package including medical/dental/vision, term life insurance, paid vacation/holidays*, and 401(k) with Company match. All associates are eligible for an associate discount on Catalyst Brands merchandise. For paid holidays, associates who are eligible for paid vacation (MTO) are also eligible for eight paid holidays during the calendar year. All store hourly associates scheduled to work on a designated holiday will receive additional compensation. *For paid vacation days, as well as eligibility requirements for other benefits, please visit

Pay Range USD $57,200.00 - USD $104,000.00 /Yr.