Production Assistant (Merch + Mailer)

ABOUT THE ROLE

The Production Assistant (Merch + Mailers) will support the creation and delivery of mailers, gifting, seeding kits, merch and packaging for some of the world's most exciting brands. This is a fantastic opportunity for someone who loves wild creative, high craft and a fast pace, while helping to shape the company and make our work famous and the 'go-to' in the industry.

Working alongside the Production Director and the wider Creative, Design and Production team, you'll help bring briefs to life from first idea to the moment a box lands on a doorstep. Projects range from small influencer send-outs and PR drops to large scale gifting campaigns and branded merch ranges. You'll be hands on with samples, suppliers and the physical product, and you'll also support our own marketing, PR and new business activity to help promote the business and develop what we do.

ABOUT US

We are a culturally connected, experience agency with Heaps of creative energy and Stacks of strategic thinking and production expertise.

We’re not afraid to be bold. We fuse big ideas, cultural insight, and a playful approach to design experiences that mould what's next.

We do not believe in “one size fits all.” Instead, we come at every brief with a fresh perspective, underpinned by a deep understanding of trends and consumer behaviour. This ensures our solutions are authentic and land ROI, legacy, and fame.

We don’t just create—we collaborate. Our house-style is grounded in long-term partnerships, where we co-create with our clients, taking on their challenges and delivering seamless experiences that resonate.

We work with commercial brands to produce moments which crescendo their marketing calendars. We love what we do, and that passion shows right through the design process and into all physical touchpoints. We join the dots between an array of talented people to create immersive experiences—whether that’s a brand trip, a VIP party, or an all‑singing, all‑dancing store launch!

Our clients include big names such as Nike, Estée Lauder, Longchamp, and Selfridges.

Heaps + Stacks is an equal opportunity employer, committed to creating a diverse and inclusive environment, where all applicants will receive equal consideration regardless of race, ethnicity, religion, gender, sexual orientation, age, or disabilities.

At the core of our agency are our guiding values:

• Imagination - We think beyond the ordinary, inspiring each other to dream big and challenge the status quo.
• Joy - We understand that play and wonder are powerful tools for creating authentic emotional connections with today’s audiences.
• Energy - Shooting for the moon - we thrive in the moment where big ideas are realised. We push the boundaries in search of innovation.
• Care - We are thoughtful stewards of the brands we partner with, fostering kindness within our team and taking a mindful approach to every project we undertake.
  

WHO YOU'LL BE WORKING WITH

Internal

You’ll support across the Merch + Mailers team's projects, working closely with Producers, Creatives and Designers, and will take ownership of smaller projects as you grow.

External

You’ll collaborate with clients and work closely with expert suppliers (printers, packaging manufacturers, merch makers, fulfilment houses and couriers) to make sure every detail is executed flawlessly.

Line Manager

You’ll report to the Production Director. They'll provide guidance, feedback on your successes and development, and help navigate any challenges along the way.

WHATS EXPECTED

Your responsibilities will include, but are not limited to:

Project Management & Support

• Supporting Producers & Creatives: Support project planning across mailer, gifting and merch projects, ensuring smooth collaboration between departments.
• Owning Smaller Projects: As you grow, take ownership of smaller projects (such as influencer send-outs or short merch runs) with support from the team, keeping them on time and within budget.
• Timelines & Trackers: Build and maintain project timelines, critical paths, production trackers and recipient lists, keeping everyone across key dates.
• Creative Proposals & Presentations: Help write proposals and build presentations, mood boards and visuals that bring ideas to life for clients.

Concept & Product Development

• Research & Inspiration: Research trends, materials, finishes and new suppliers, sharing anything exciting with the wider team.
• Sampling & Prototyping: Request, track and review samples, mock-ups and prototypes, checking quality against the brief before anything goes to the client.
• Materials & Processes: Build your knowledge of print, packaging and merch production methods, helping to find the right solution within budget and logistical constraints (print, production, fulfilment and shipping).
• Sustainability: Help push concepts that are sustainable and recyclable and that minimise waste.

Production, Packing & Delivery

• Quality Control: Carry out QC checks on stock and finished products, flagging any issues early.
• Kitting & Packing: Get hands on with assembling, kitting and packing mailers in the studio or with fulfilment partners, making sure every box is perfect.
• Logistics & Fulfilment: Coordinate couriers, deliveries and fulfilment (UK and international), tracking every parcel through to delivery.
• Production Preparation: Organise and maintain production storage, packing materials and studio kit, keeping everything stocked and ready for use.
• Post-Project Responsibilities
  • Manage returns, leftover stock and storage after delivery.
  • Help gather client feedback and delivery data, evaluating success and areas for improvement.
  • Assist with post-project reporting, making sure all documentation is completed and lessons learned are captured for future projects.

Budgets & Financial Admin

• Quotes: Gather multiple quotes from suppliers so we always secure competitive pricing without compromising on aesthetic.
• Budget Tracking: Help keep project budgets up to date and flag any changes to the project lead early.
• Purchase Orders & Invoicing: Support with purchase orders, supplier invoices and reconciliation, working with Finance to keep everything on track.

Client Management

• Client Liaison: Build strong relationships with clients, making sure their needs and expectations are met throughout the production process.
• Client Communications: Keep clients informed with regular updates on progress, approvals, logistics and delivery.

Supplier & Third-Party Management

• Supplier Coordination: Source and liaise with suppliers, making sure they meet project requirements, quality standards and deadlines.
• Product Sourcing: Source products, gifts, packaging components and props that fit the brief and the budget.
• Supplier Database Management: Maintain and update the supplier database with new contacts, including printers, makers, packaging and merch suppliers.

Team & Office Support

• Collaboration with Senior Team: Support the Production Director and wider team in all aspects of project development and delivery.
• Team Coordination: Help coordinate tasks within the team to ensure smooth workflows and timely delivery of projects.
• Administrative Support: Provide administrative support for the team and help keep the office and production storage organised.
• Promotional Activities: Support our own marketing and PR, including H+S send-outs, trade shows and promotional campaigns to raise awareness of Heaps + Stacks.

SUCCESS IN THIS ROLE

Success in this role means helping the team create exciting, out-of-the-box work that lands perfectly, every time. You'll know you're making an impact when:

• Attention to Detail: Every proof, box and parcel goes out right first time, and issues are spotted before they become problems.
• Organisation: Trackers, timelines and recipient lists are always up to date, so the team can rely on you.
• Quality & Sustainability: You care about craft and smart material choices, and champion sustainability along the way.
• Relationships: Clients and suppliers enjoy working with you and trust you to follow through.
• Growth: You're taking ownership of more of your own projects and building your knowledge of materials, processes and budgets.

SALARY & COMMITMENT

This role is predominantly office based (we imagine at least 3-4 days of your time would be in the office, with more during busy packing and delivery periods) and we are ideally looking for someone to work full time.

This is a physically active role that requires regular manual handling (including lifting, packing and moving stock) and on-site or studio work. Candidates should be comfortable with physical tasks and able to meet the role's physical demands.

WORKING WITH US

To enjoy your role and to succeed here, you need to be able to work at a fast pace and love a busy, ever-changing environment. The industry is non-stop and our goals as a company are big – which we love! Change is a certainty – you’ll need to be comfortable and happy to adapt and be agile. We want you to challenge the status quo, innovate and be open to trying new things. We’re always pushing boundaries. We empower our people, giving them freedom and autonomy to learn and grow in their roles. We’re a passionate, agile and creative team.

MORE ABOUT YOU

• Be highly organised, with a sharp eye for detail and the ability to juggle multiple projects and deadlines.
• Have excellent communication skills (verbal and written) and the confidence to keep clients and suppliers updated.
• Be a proactive team player who loves to get stuck in.
• Have commercial awareness and initiative.
• Be proficient in Google Workspace.
• Be able to travel to Wandsworth and work unusual hours if required (normal hours 9.30am to