Role: Traffic Coordinator
Brands: Tori Richard, Kahala, Birdwell
Reports to: Hale Tori CBMO
Location: In office Honolulu or San Clemente
Core Responsibilities
Creative Intake & Prioritization
- Own the centralized intake process for all creative requests across Tori Richard, Kahala, and Birdwell.
- Ensure briefs are complete, objectives are clear, and deliverables/specs are defined before work begins.
- Prioritize and reprioritize projects based on business impact, deadlines, and team capacity.
- Clearly communicate tradeoffs and timeline shifts to stakeholders.
Traffic Management & Resource Allocation
- Build and maintain project timelines, milestones, and approval paths.
- Assign work based on capacity, skillset, and deadlines.
- Lead recurring traffic meetings and maintain visibility into status, bottlenecks, and upcoming deadlines.
- Balance workloads to protect quality and prevent burnout.
Deliverable Quality & Routing
- Manage version control, routing, and stakeholder approvals.
- Ensure files meet channel specifications (digital, email, paid media, retail signage, print, etc.).
- Oversee quality assurance before final release or vendor handoff.
Production & Photoshoot Coordination
- Support end-to-end production logistics including shot lists, timelines, call sheets, vendor coordination, and asset delivery.
- Coordinate location permissions and permitting when required.
- Ensure post-production assets are properly archived and distributed.
Vendor Sourcing & Administrative Oversight
- Source and coordinate external vendors (photographers, stylists, retouchers, printers, freelancers).
- Obtain quotes, track budgets vs. estimates, and coordinate invoicing in partnership with Finance.
- Maintain a vetted vendor roster and performance history.
Cross-Functional Collaboration
- Partner closely with:
- Brand Marketing Leads
- Creative and Design teams
- Ecommerce teams
- Planning & Merchandising
- Retail and Operations teams
- Ensure creative deliverables align with product launches, inventory flow, retail initiatives, and digital merchandising calendars.
Reporting & Process Improvement
- Track project volume, turnaround times, utilization, and on-time delivery metrics.
- Continuously improve workflow systems, templates, processes, and reporting structures.
- Implement scalable processes that support growth across all Hale Tori brands.
Required Qualifications
Experience
- 2-4+ years in creative traffic coordination, project coordination, creative operations, or agency/in-house project management.
- Experience working directly with designers and creative teams in a fast-paced environment.
- Experience collaborating cross-functionally with Ecommerce, Planning, and Merchandising teams.
- Experience coordinating vendors and managing creative production workflows.
Technical Skills
- Strong proficiency in project management software (Trello preferred).
- Working knowledge of Adobe Creative Suite (understanding file types, formats, and production workflows).
- Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
- Ability to build dashboards and manage timelines with clarity and precision.
Soft Skills & Leadership Attributes
- Demonstrated ability to work effectively with creative professionals - understanding both creative process and business realities.
- Highly organized with exceptional attention to detail.
- Calm under pressure and adaptable in shifting priority environments.
- Strong written and verbal communication skills.
- Diplomatic but firm - able to push back constructively when timelines or scope are unrealistic.
- Collaborative mindset with the ability to unify multiple brands under shared processes.
What Success Looks Like
- A trusted intake and prioritization system that Marketing Leads rely on.
- Clear visibility into workload and deadlines across the creative team.
- Improved on-time delivery and reduced last-minute fire drills.
- Strong alignment between marketing calendars, ecommerce launches, and merchandising timelines.
Salary
$45,000 - $55,000 commensurate with experience