Summary position:

The Creative Coordinator coordinates the creation of artwork and artwork approval workflows linked to purchase orders. This role acts as a key link between internal teams, designers, procurement, suppliers, and key stakeholders to ensure all creative materials are accurate, timely, approved, and aligned with business needs.

Duties and responsibilities position:

Artwork, Purchase Order & File Management

• Maintain and regularly update a master list of all purchase orders pending artwork approval.
• Locate, manage, and distribute the most recent approved artwork files for all new and repeat orders.
• Share artwork files and the purchase order approval list with R&D Manager for review and confirmation.
• Confirm whether artwork should be reordered or if new or revised artwork is required for each purchase order.
• Manage and maintain the existing artwork filing system, ensuring accurate documentation, version control, and traceability of approvals.
• Ensure correct documentation and filing of all approved artwork, proofs, and signed approvals.
• Distinguish and route files appropriately for internal use or supplier distribution.

Artwork Approval & Supplier Liaison

• Act as the primary point of contact between suppliers and R&D Manager for all artwork-related matters.
• Communicate artwork instructions to suppliers, including repeating existing artwork or providing revised artwork when required.
• Participate in logistics and supplier email threads to review artwork, approve proofs, or brief designers on required revisions.
• Receive supplier proofs, forward them to R&D Manager for review, and return signed approvals to suppliers once approved.
• Manage ongoing artwork feedback, revisions, clarifications, and approval cycles between suppliers and internal stakeholders.
• Coordinate the PPS (Pre-Production Sample) process by collecting departmental feedback and providing final approval before artwork is released to suppliers.

Coordination & Cross-Team Collaboration

• Attend weekly meetings where new ideas are discussed and collaborate with Procurement to communicate these ideas to suppliers.
• Ensure all relevant information from meetings is clearly documented and relayed to Procurement.
• Hold weekly alignment meetings with designers to ensure briefs, timelines, and priorities are met.
• Research and coordinate sample options with suppliers.
• Remain involved in barcode-related discussions to ensure continuity and smooth processes.

Supplier & Procurement Coordination

• Work closely with suppliers on all design and print-related work, including quotations, timelines, and approvals.
• Coordinate with Purchasing to execute pending and ongoing projects efficiently.

Skill Requirements position:

·        Strong ability to coordinate creative projects from briefing through final execution, including artwork reviews, approvals, and print production.

·        Practical understanding of design processes, file preparation, and print production requirements.

·        Ability to review artwork and proofs accurately, identifying errors, inconsistencies, or required changes before approval.

·        Highly organized with the ability to manage multiple projects simultaneously in a fast-paced environment.

·        Strong prioritization skills to balance urgent requests with long-term projects and ongoing work.

·        Ability to meet deadlines while maintaining attention to detail and quality standards.

·        Clear and professional communicator, able to liaise effectively with internal teams, designers, procurement and external suppliers.

·        Confidence in briefing designers, providing clear feedback, and coordinating revisions.

·        Experience requesting and evaluating supplier quotations and managing production timelines.

·        Exceptional attention to detail, particularly in artwork approvals.

·        Strong sense of ownership and accountability for final outputs.

·        Ability to ensure brand consistency across all visual and written materials.

·        Strong collaborator who works effectively across departments, including Marketing, Procurement, Logistics, and Retail.

·        Comfortable participating in meetings, capturing key information, and translating discussions into clear actions.

·        Proactive problem-solver with the ability to anticipate issues and suggest practical solutions.

·        Flexible and adaptable when priorities shift, or last-minute changes are required.

·        Calm and solution-focused under pressure.

·        Strong file management and documentation skills, ensuring artwork and approvals are properly stored and traceable.

·        Awareness of production workflows and approval processes (e.g. PPS, proofing cycles).

·        Ability to support process improvements and ensure smooth handovers between teams.

Please send your application and CV to jobs@arubaaloe.com