STUDIO PRODUCTION COORDINATOR
Gypsy Floral + Events | Austin, Texas
Seasonal Contract: Late September – Mid December
BE THE PERSON WHO MAKES IT HAPPEN.
Behind every beautiful event is an enormous amount of planning, organization, problem-solving, teamwork and follow-through.
Gypsy Floral + Events is looking for an experienced Studio Coordinator to help manage the moving pieces behind our busy fall event and holiday season.
This is not necessarily a floral design position. You will absolutely get your hands on flowers, work alongside our designers and participate in the creative process—but your primary role is making sure the people, products, timelines, studio and logistics behind our work stay organized and moving forward.
You’re ready to trade in your corporate desk job for something more hands on, but happen to be really good at project plans, spreadsheets, timelines and making things happen... welcome to the rodeo.
We want those skills. You'll just have flowers on your desk now.
ABOUT GYPSY
Gypsy Floral + Events is an Austin-based floral and event design studio creating artful, immersive floral experiences for weddings, events, brands and hospitality clients.
Our clients come to us for more than beautiful flowers—they trust us to deliver a thoughtful, elevated experience from beginning to end. That requires artistry, collaboration, hospitality, resourcefulness, organization and exceptional follow-through.
How we work matters just as much as what we create.
The Studio Coordinator plays an important role in helping us deliver on that promise.
THE ROLE
Think part project manager, part event producer, part studio organizer and part problem-solver.
You'll help maintain the daily rhythm of the studio while keeping an eye on what's coming next.
One minute you may be updating a production spreadsheet or coordinating freelancers. The next you may be processing flowers, checking inventory, packing a van, leading an event load-in or resetting the studio after a big weekend.
We're looking for someone who doesn't always need to be told what happens next.
WHAT YOU'LL DO
Studio + Project Coordination
Maintain awareness of the Gypsy calendar, upcoming events, meetings, deadlines and staffing needs
Track weekly priorities, goals and outstanding tasks
Help manage project timelines and ensure details don't fall through the cracks
Maintain organized production documents, event folders and digital files
Keep the studio functional, organized and ready for the next project
Reset production spaces after events and maintain an efficient working environment
Anticipate upcoming needs rather than waiting for them to become emergencies
Event Production
Develop a strong working knowledge of each upcoming event and its production requirements
Prepare events for successful load-in, installation and breakdown
Help oversee packing and loading of vans and trucks
Check event inventory against production and packing lists
Prepare toolkits, breakdown kits and necessary event materials
Help manage freelancers and day-of staff during loading, unloading and installation
Serve as a table captain during event installations
Maintain an organized working environment onsite
Help keep production moving according to schedule
Troubleshoot calmly when plans change—which they inevitably do
Team + Freelancer Coordination
Help communicate assignments and next steps to freelancers
Welcome new freelancers and orient them to our studio, systems and expectations
Delegate tasks clearly and respectfully
Help keep the team moving during busy production days
Communicate proactively with the owner and design team about project status, challenges and needs
Breakdown + Post-Event Coordination
Confirm breakdown schedules and logistics in advance
Coordinate breakdown teams and communicate responsibilities
Arrange necessary vehicle or U-Haul logistics
Serve as a point of contact for breakdown teams when needed
Ensure rental items, candles, vessels and event materials return to the studio
Oversee unloading and proper re-shelving of returned inventory
Identify damaged, missing or depleted inventory
Make sure each project is fully closed out before moving on to the next
Inventory + Studio Systems
You'll help maintain the less glamorous—but extremely important—systems behind our work.
This includes:
Monitoring floral and hard-goods inventory
Ordering and replenishing supplies
Organizing candles, vessels, floral mechanics, tools and event materials
Maintaining event-specific candle and hard-good orders
Keeping the floral cooler clean, labeled and organized
Ensuring old floral product is removed promptly
Maintaining organized storage and production areas
Helping oversee basic studio supplies and operational needs
If something is running low, out of place or about to become a problem, we want you to notice.
Flowers + Hands-On Production
Yes, there will be flowers.
Depending on experience and project needs, you'll also:
Process and condition incoming flowers (typically Tuesdays and Wednesdays)
Assist designers during floral production
Create floral or plant arrangements when appropriate
Help maintain studio plants
Occasionally source fresh product or project materials
Assist with installations and hands-on event production
Professional floral design experience is a bonus, but it is not required.
WHO WE'RE LOOKING FOR
You may be our person if you:
Have a minimum of 3 - 5 years of professional experience in project management, event production, operations or a comparable role
Are exceptionally organized and detail-oriented
Naturally think a few steps ahead
Have strong project-management instincts
Communicate clearly and proactively
Can comfortably lead and delegate to a team
Remain calm when timelines change or problems arise
Are comfortable working independently without constant direction
Can move between big-picture priorities and tiny logistical details
Enjoy working with creative people and understand that creativity still requires structure
Aren't precious about getting your hands dirty
Are willing to jump in wherever needed
Take pride in finishing a task completely—not almost completely
Bring warmth, humor and professionalism to a team environment
Alchemy for the Home
You’ll also help support Alchemy for the Home, our newest holiday design brand, as we bring our studio’s approach to thoughtful, elevated design into our clients’ homes.
During the holiday season, you’ll assist with:
Coordinating client installation and delivery schedules
Organizing products, décor, inventory and materials by project
Assisting with holiday design production and preparation
Packing and preparing installations for delivery
Coordinating team members and logistics for installation days
Helping ensure each project is executed according to the design plan
Communicating schedule changes, project needs and logistical details to the team
Assisting onsite with installations, styling and final details
Keeping multiple residential projects organized as they move through the studio simultaneously
Helping coordinate post-season takedowns, inventory and storage
Technical skills
This isn't just a hands-on position. We're looking for someone who is also confident behind a computer.
You should be comfortable navigating tools such as:
Asana — project + task management
Google Sheets / Excel — including detailed production and inventory spreadsheets
Google Drive — file + document organization
Canva — basic design and presentation work
HoneyBook — client + project management
Google Calendar — scheduling + coordination
You don't necessarily need to have used every exact platform, but you should be digitally fluent, comfortable learning new systems and genuinely good with detailed spreadsheets.
THE REALITY OF EVENT WORK
We make beautiful things.
Sometimes making beautiful things involves flower buckets, ladders, cardboard boxes, dirty water, packed vans, early mornings, late-night breakdowns and resetting the studio so we can start all over again.
This is a physical, hands-on role in a working floral studio and event environment.
Our Studio Coordinator should be comfortable moving between the polished and decidedly unglamorous sides of creative production.
Both matter.
SCHEDULE + COMMITMENT
Seasonal Contract
Late September – Mid December
Austin, Texas
Our schedule is dictated by our events and holiday installations, so availability for early mornings, evenings and weekends will sometimes be required.
Candidates should have meaningful availability throughout the full contract period. Strong chance of extending the contract to fulltime salary throughout the year.
WHY THIS ROLE MATTERS
At Gypsy, we believe exceptional design and exceptional service belong together.
Our clients trust us with important moments, spaces and celebrations. We want the experience of working with us to feel as considered as the finished flowers.
That takes a team of people who care about the art and everything happening behind it.
If you're someone who loves the intersection of:
ART + EVENTS + PEOPLE + PRODUCTION
and gets genuine satisfaction from being the person who makes everything come together, we'd love to meet you.
Interested? Apply through the Linktree in our Instagram bio. or complete the form here.
GYPSY FLORAL + EVENTS
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