Encore A–Z

Apparel and Vinyl Production Coordinator

4 min read

Apparel and Vinyl Production Coordinator

Position Overview

The Apparel & Vinyl Production Coordinator executes custom apparel production for Encore — turning approved designs into finished products (typically show t-shirts), managing inventory, and ensuring timely delivery for performances, camps, and events.

Reports to: Production Manager Collaborates closely with: Graphic Designer, Marketing team, Box Office Manager (merch sales)

Key Responsibilities

Production Execution

  • Receive finalized designs from the Graphic Designer and prepare them for vinyl cutting and application.
  • Cut, weed, and apply vinyl designs to t-shirts and other apparel.
  • Ensure consistency and quality across all finished products.
  • Troubleshoot production issues and adjust processes as needed.

Inventory Management

  • Track and maintain inventory of blank apparel (sizes, styles, quantities).
  • Monitor and manage vinyl stock, tools, and supplies.
  • Anticipate needs and place orders for t-shirts and materials in a timely manner.
  • Maintain organized storage of apparel and materials.

Production Tracking

  • Track quantities of items produced for each show, camp, or event.
  • Maintain accurate records of orders, inventory usage, and completed items.
  • Coordinate with leadership on production numbers and needs.

Design and Timeline Coordination

  • Communicate proactively with the Graphic Designer to ensure designs are received on schedule.
  • Stay ahead of production timelines to meet deadlines for performances, camps, and events.
  • Flag delays or issues early and collaborate on solutions.

Collaboration and Support

  • Work closely with Production and Administrative teams to determine apparel needs.
  • Assist in distribution planning and fulfillment of apparel orders.
  • Support additional merchandise or branding needs as assigned.

Qualifications

Essential

  • Experience with vinyl cutting machines (Cricut, Silhouette, or similar).
  • Strong attention to detail and quality control.
  • Organizational and inventory management skills.
  • Ability to manage time effectively and meet deadlines.

Preferred

  • Basic understanding of design file formats (SVG, PNG, etc.).
  • Prior experience with merchandise or branded apparel production.

Personal Qualities

  • Detail-oriented and precise.
  • Organized and proactive.
  • Reliable and deadline-driven.
  • Problem-solver with a hands-on mindset.

Working Conditions

  • Commitment: Per production, camp, or event cycle.
  • Schedule: Heavier leading into productions, camps, and events; lighter between.
  • Environment: Apparel production workspace; coordination with the production and marketing teams.
  • Reports to: Production Manager.
  • Compensation: Per Encore’s contractor structure.

By Phase

Inception

Welcome to the Encore fam! Be sure to complete your onboarding items below — we look forward to building an incredible show that builds life skills through stage skills for young artists.

Onboarding (one-time when joining Encore)

  • Complete child safety training.
  • Submit background check.
  • Submit W-9.
  • Sign and return contract.
  • Complete onboarding process.

Initial Production Work

  • Light involvement. Confirm show title and timeline with the Production Manager to plan apparel needs.

See 1 - Inception for the phase overview.

Pre-Production

  • Coordinate with the Graphic Designer on show t-shirt and apparel designs.
  • Confirm anticipated quantities (cast/crew/merch) with the Production Manager and Box Office Manager.
  • Place blank apparel orders with lead time built in.
  • Confirm budget with the Production Manager.

See 2 - Pre-Production for the phase overview.

Casting

  • Once cast list is final, gather sizes from cast and crew.
  • Update production count based on final cast size.

See 3 - Casting for the phase overview.

Rehearsals

  • Begin vinyl production once designs are finalized and sizes confirmed.
  • Track production progress against deadline.
  • Coordinate with cast and crew on cast-shirt delivery timing.

See 4 - Rehearsals for the phase overview.

Pre-Tech

  • Complete cast and crew apparel production ahead of opening.
  • Deliver cast shirts in time for company milestones (often around opening night).
  • Coordinate any merch-for-sale inventory with the Box Office Manager.

See 5 - Pre-Tech for the phase overview.

Technical Rehearsals

  • Light involvement. Deliver any remaining apparel; produce additional inventory if merch demand requires.

See 6 - Technical Rehearsals for the phase overview.

Performance

  • Replenish merch inventory between performances as needed.
  • Coordinate with the Box Office Manager on lobby merch sales.

See 7 - Performance for the phase overview.

Post-Production

  • Reconcile apparel inventory and sales totals with the Box Office Manager and Production Manager.
  • Store unused inventory; document what worked and what didn’t for the next show.
  • Reflect on production timelines and lessons learned.

See 8 - Post-Production for the phase overview.

Status: Working · Portal: Team · Last reviewed: 2026-05-12 · Owner: Rhett

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