Creative Operations Coordinator Job at Helzberg Diamonds in Kansas City

Overview

The Creative Operations Coordinator plays a key role in ensuring the smooth execution of creative projects across marketing channels. This position serves as the connective link between creative teams, marketing stakeholders, and external partners. The coordinator supports the creative process by organizing files and assets, ensuring consistency in resourcing, tooling, and workflow processes that bring campaigns to life. A key responsibility is helping manage the Digital Asset Management (DAM) system, including assisting with creative uploads, tagging, organizing, sourcing, and maintaining taxonomy. The role maintains asset management systems, supports project workflows and day-to-day creative operations to ensure efficiency, consistency, and brand alignment. It requires strong organizational skills, attention to detail, and the ability to manage multiple projects in a fast-paced environment. By streamlining communication, standardizing processes, and maintaining operational excellence, the Creative Operations Coordinator enables the creative team to deliver high-quality, impactful work that drives business goals.

Principal Accountabilities

• Digital Asset Management (DAM) Stewardship
• Upload, tag, and organize creative assets in Bynder and shared drives, ensuring version control and metadata accuracy.
• Training and onboarding support for DAM best practices.
• Resourcing, Documentation & File Organization
• Support the team with file management, project resourcing, and documentation.
• Ensure creative assets and working files are properly organized and accessible.
• Maintain file naming conventions and archival practices in line with retention policies.
• Document and maintain SOPs, best practices, templates, and onboarding materials.
• Assist with freelancer / vendor onboarding, including tooling checklists and training schedules.
• Process & Workflow Support
• Maintain consistency in creative processes, tools, and workflows.
• Identify opportunities to improve efficiency and implement best practices.
• Provide feedback on potential workflow bottlenecks and roadblocks.
• Collect and compile data for operational, workload, and DAM reporting as needed.
• Answer tool-related questions (e.g., Workfront, Bynder, Figma) and support adoption.
• Project & Timeline Coordination
• Support scheduling, task assignments, and deadline tracking in collaboration with the Traffic Manager and Creative Ops Manager.
• Assist with monitoring project deliverables and milestones to ensure deadlines are met.
• Support creative project intake, ensuring briefs are complete and actionable.
• Organize project kickoff prep (gathering specs / references, scheduling meetings, confirming calendars).
• Production & Execution Support
• Assist with logistics for brand photoshoots (call sheets, vendor coordination, transportation).
• Help reconcile project expenses and invoices.
• Ensure smooth execution of creative deliverables from planning through delivery.
• Communication & Collaboration
• Support cross-functional communication between creative, marketing, and external partners.
• Share updated schedules, deliverable lists, and call sheets with team members.
• Support brainstorming and ideation sessions.

Supervisory Responsibilities

The incumbent does not have any direct reports.

Qualifications

Skills & Competencies

Attributes

Hybrid schedule with predictable onsite attendance required three or more days per week to perform essential functions involving interactive behaviors with co-workers and managers, operation or manipulation of equipment and / or materials located only on site, and direct interaction with internal and / or external customers.

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