Production and Operations Coordinator, Showroom

📋 Description

• • **About Babylist:** Babylist is the premier registry, e-commerce, and content platform dedicated to supporting growing families through one of life's most significant transitions. Annually, over 9 million individuals engage with Babylist, establishing it as the definitive source for effortless purchasing, reliable advice, and expert product recommendations for expectant parents and their loved ones. What began as a universal registry has evolved into a comprehensive ecosystem for new parents, encompassing the Babylist Shop, Babylist Health, and a flagship showroom located in Los Angeles. We collaborate with hundreds of brands across the baby and lifestyle sectors, enabling them to connect meaningfully with families. With an impressive $1 billion in annual Gross Merchandise Volume (GMV) and projected 2024 revenue exceeding $500 million, Babylist is actively transforming the $320 billion baby product industry. Our core mission is to empower parents with the confidence, connection, and care they need to thrive, as we build a generational brand in the baby space. For more information, please visit www.babylist.com.
• • **Role Overview:** This is a crucial on-site role at our Beverly Hills showroom, essential for ensuring the seamless operation of a dynamic physical space. The showroom serves as a hub for brand events, video shoots, partner activations, product storytelling, and exclusive VIP experiences. As these activities expand, we require dedicated and reliable support to maintain a consistent, premium experience for all public and private events, gifting initiatives, and content production efforts. The Production & Operations Coordinator is a hands-on position focused on organizing showroom operations, preparing VIP guests, and ensuring the efficient execution of marketing projects. This role involves supporting event preparation, coordinating with vendors, managing product and VIP inventory, handling video production logistics, and overseeing general space upkeep. You will be instrumental in ensuring that the right people are focused on the right tasks and that every activation runs flawlessly from inception to completion.
• • **Key Responsibilities:**
• • **Event Preparation and Support:** Execute all aspects of pre-event and on-site setup, including staging, signage placement, product preparation, and room resets. Provide comprehensive support for a diverse range of experiences, from influencer showers and brand activations to VIP events, demonstrating readiness for any demand. Manage the critical load-in and load-out processes for internal teams, partners, and vendors with utmost care and efficiency. Ensure the space is left in an improved condition post-event, supporting teardown and restoring the showroom to its pristine, ready-to-use state after every activation. Offer general assistance to partners hosting events, which may include acting as a brand ambassador, preparing inventory, and setting up their dedicated event space.
• • **Product, Gifting, and VIP Inventory Management:** Maintain an exceptionally organized and accurate inventory of showroom items, including samples, props, and VIP gifting materials. Oversee the complete product lifecycle, from receiving and labeling to storage and returns for all incoming and outgoing products. Bring the gifting experience to life by expertly assembling and customizing gifts for events, influencers, and VIPs, with meticulous attention to detail. Track essential gifting data, including recipient, date, and item details, to facilitate follow-up, reporting, and ROI measurement. Ensure the back-of-house operations are consistently organized, functional, and fully stocked.
• • **Video Production Support:** Keep video shoots on schedule by coordinating logistics such as parking, talent arrival, and the management of appearance releases. Provide essential support to the creative team, assisting with product pulls, prop organization, set dressing, and shot resets. Prepare and reset the space with care before crews arrive and restore the showroom to its optimal condition after each shoot. Maintain organization both on and off set by managing an inventory of all products used for video shoots and creating necessary documentation like call sheets, shot lists, and product lists.
• • **Vendor and Partner Coordination:** Support the Experiential Operations Manager and Store Manager by liaising with vendors and contractors involved in construction, repairs, installations, and technical projects, ensuring the showroom operates smoothly behind the scenes. Manage vendor arrivals and departures, greeting and supervising them to maintain security and minimize operational disruptions.
• • **Administrative Support:** Diligently monitor small production and event expenses, maintaining accurate cost logs and receipt records. Assist with budget organization by preparing necessary documentation and ensuring financial records are kept organized and accessible. Build and maintain essential operational systems, including shared checklists, templates, and tracking tools, ensuring they are consistently updated. Prepare foundational documents such as run-of-show outlines, event decks, and event brand ambassador preparation materials.
• • **Showroom Upkeep and Fixtures:** Take pride in maintaining the showroom's appearance, ensuring it remains clean, organized, and welcoming for guests at all times. Proactively communicate any damage, wear, or repair needs to the Showroom Manager to prevent issues from escalating. Assist with merchandising updates and fixture maintenance as required to support showroom resets and refreshes. Maintain consistency and quality in displays and fixtures, tracking measurements to ensure the showroom always presents its best possible appearance.
• • **Work Schedule:** This is an on-site role in Beverly Hills, CA. Availability is required for showroom events, including select evenings and weekends. Must be based in the Los Angeles area.