Productions & Operations Coordinator

About Us

AI-Media (ASX:AIM) is a global leader in language and accessibility technology. Founded in Australia in 2003, we’ve grown to become one of the largest providers of AI-powered captioning, transcription and translation solutions. Our technology combines the best of automation and human expertise, helping organisations across broadcast, government, education and corporate sectors make their content accessible and inclusive.

At AI-Media, we value innovation, integrity and excellence. We act with accountability, deliver quality and service, and foster an inclusive, diverse and barrier-free workplace. With teams across the US, UK, Canada, Australia and Asia, we believe diversity drives success.

Together, let’s make the world’s content accessible – for everyone.

About the Role

We are looking for a Productions & Operations Coordinator to join our Technology (Production) team in Farmingdale, NY.

This role plays a critical part in supporting shipping, logistics, inventory and operational processes across the business. You will be responsible for coordinating domestic and international shipments, maintaining inventory accuracy, supporting trade show logistics, and ensuring customer orders are processed efficiently and accurately.

You will work closely with Operations, Sales, Production and Customer Success teams to ensure smooth day-to-day operations and a high level of service delivery. This is an excellent opportunity for someone who thrives in a fast-paced environment, enjoys process improvement, and has a strong attention to detail.

In this role, you’ll:

• Coordinate domestic and international shipments using UPS, FedEx and DHL platforms
• Prepare and manage shipping documentation, labels and tracking information
• Ensure orders are packed accurately according to client and compliance requirements
• Maintain accurate shipping and inventory records in SAP and HubSpot
• Monitor shipment progress and coordinate transportation logistics
• Support inventory counts and stock tracking activities
• Assist with logistics coordination for trade shows and customer events
• Prepare packing lists and reconcile materials following events
• Support sales order processing and sales operations administration
• Collaborate with Sales, Operations, Production and Customer Success teams
• Identify opportunities to improve operational workflows and processes
• Assist in maintaining inventory levels for shipping and operational materials

About You

• 2+ years’ experience in operations, logistics, shipping coordination or similar support roles
• Experience working in a fast-paced environment
• Strong organisational and time management skills
• Excellent attention to detail and problem-solving abilities
• Strong communication and collaboration skills
• Comfortable working cross-functionally with multiple teams
• Experience with SAP and HubSpot is highly desirable
• Strong knowledge of Microsoft Office Suite, particularly Excel
• Ability to lift up to 40lbs
• Interest in technology products and operational processes is advantageous

What AI-Media Offers You

• Career progression based on performance, not tenure
• Access to a rewards platform with discounts, wellbeing content and recognition tools
• Flexible public holiday options
• Learning and development opportunities
• Paid parental leave for eligible employees
• Employee Assistance Program (EAP)
• Global recognition programs
• Collaborative, inclusive and supportive team culture
• Opportunity to work with cutting-edge AI and accessibility technology