Position Summary
The Picture Day Operations Coordinator is the engine that runs school picture day. This is a highly visible, fast-paced role that demands exceptional organization, positive energy, and an unwavering commitment to being prepared. You are the first person on site, the last person to leave, and the one everyone turns to when something goes sideways. You will coordinate all logistics — from data preparation and tablet setup to on-site schedule management and photographer support — ensuring that every picture day runs smoothly, on time, and with a memorable experience for students, staff, and school administrators alike. You are the face of our company, and your professionalism and warmth set the tone for the entire day.
This position is highly seasonal- heavy hours in September and October, and again in February and March. In between months are lighter but other duties/opportunities (studio management, etc) may be available.
Key Responsibilities
Pre-Day Data Management & System Preparation
- Clean and validate all student data thoroughly, correcting errors, standardizing formatting, and resolving inconsistencies before upload.
- Upload finalized rosters into the company system, ensuring every student record is accurately entered and attached to their correct identifying information using the InTagged system.
- Verify data integrity post-upload, cross-referencing records to confirm no students are missing, duplicated, or misassigned.
- Troubleshoot and resolve any data discrepancies with school staff or the internal team ahead of picture day.
Equipment Setup, Transport & Maintenance
- Charge, test, and prepare all tablets assigned to photographers before each picture day, confirming each device is fully programmed and operational.
- Set up and test all InTagged devices that pair with each camera, ensuring proper syncing and functionality.
- Transport all tablets, InTagged devices, and related equipment safely to and from each school, maintaining an accurate inventory at all times.
- Establish a pre-day checklist habit: backup batteries, charging cables, spare devices, and all accessories accounted for before departure.
- Inspect equipment after each picture day, flagging any damage, loss, or technical issues immediately.
On-Site Coordination & Schedule Management
- Arrive on site between 7:00 and 7:30 AM (or at the designated call time) without exception, allowing sufficient time for setup before students arrive.
- Set up the picture day environment efficiently, coordinating with school staff on space logistics and photographer positioning.
- Own the schedule throughout the day — monitor the flow of students, communicate timing adjustments to photographers, and liaise with school staff to keep class rotations on track.
- Keep photographers focused, on pace, and informed of any schedule changes, class additions, or special instructions in real time.
- Serve as the primary point of contact for school administrators and staff throughout picture day, handling questions and requests with professionalism and a positive attitude.
Troubleshooting & Contingency Management
- Anticipate problems before they occur — come to every picture day with backup batteries charged, spare tablets ready, and a clear plan for common disruptions.
- Troubleshoot tablet or InTagged device failures on the spot, switching to backup equipment and minimizing downtime without disrupting the flow of the day.
- Resolve student data issues in real time — missing records, name discrepancies, or misassigned data — working quickly and accurately under pressure.
- Adapt confidently if a photographer is running late, a class arrives early, or the school changes the schedule unexpectedly, keeping all parties calm and informed.
- Escalate unresolvable issues to the appropriate internal contact immediately, with a clear summary of the problem and steps already taken.
Customer Experience & Brand Representation
- Approach every interaction with students, teachers, and administrators with genuine warmth, enthusiasm, and patience — you are the face of our company.
- Create a welcoming, energetic atmosphere on picture day that puts students and staff at ease.
- Represent the company with professionalism in appearance, communication, and conduct at all times.
- Gather feedback from school contacts and relay relevant observations to the internal team to support continuous improvement.
Required Qualifications
- Exceptional organizational skills with a strong task-oriented mindset and the ability to manage multiple moving parts simultaneously.
- Punctual and dependable without exception — this role has zero tolerance for tardiness, as picture day cannot begin without you.
- High energy, positive attitude, and natural ability to connect with people of all ages, including children, teachers, and school administrators.
- Outstanding customer service skills and professional communication, both in person and via phone or email.
- Comfortable with technology — able to learn, operate, troubleshoot, and teach others to use tablets, proprietary software, and peripheral devices quickly.
- Proven ability to stay calm, think clearly, and problem-solve effectively under pressure and time constraints.
- Highly proactive — you think several steps ahead, prepare for contingencies, and never wait to be told what needs to happen next.
- Valid driver's license and reliable transportation for equipment transport to and from school sites.
Preferred Qualifications
- Prior experience in event coordination, school photography operations, or a production/logistics role.
- Familiarity with student information systems, data entry workflows, or roster management.
- Experience with InTagged or similar photo-data integration systems is a strong plus.
- Background in customer-facing roles in an education, childcare, or community setting.
Core Competencies
- Punctuality and unwavering reliability
- Proactive, solutions-first thinking
- High energy and positive presence
- Meticulous attention to data accuracy and detail
- Composure and adaptability under pressure
- Strong interpersonal and customer service skills
- Organized, systematic approach to task and equipment management
Work Environment & Physical Requirements
- Early morning start times are standard (7:00–7:30 AM arrival). Schedule varies based on the school calendar and picture day assignments.
- Work is primarily on-site at schools, with time in the office or home office for pre-day data preparation.
- Requires standing for extended periods, moving through school hallways, and carrying equipment including tablets and cases.
- Must be comfortable working in lively, sometimes noisy environments with children.
- Picture day assignments may require travel to multiple school sites throughout the season.
Pay: $30.00 per hour
Application Question(s):
- The following dates are already scheduled and required in-person for this position:
July 23 (time TBD) or 27 1-3p for observation/training
Aug 6: 12-3 (TRAINING)
Aug 20: 12-3 (TRAINING)
Sep 9-10 7a- 3:30p
Sep 14: 8a-12p
Sep 15-17: 7:30a-1pm
Sep 22-24: 7a-12p
Sep 29: 7:30-3:30 (SAN ANTONIO-includes travel stipend)
Sep 30-Oct 1: 7:30a-3:30p (LEANDER)
Oct 6-7: 8a-3:30p
Oct 14-15: 7:45-2:30
Oct 22-23: 7:30a-3p (KYLE)
Nov 3-4: 8:30-11:30
Work Location: In person
