Shoot Production Assistant
About this role
Location
Bali, Indonesia.
Type
Full Time, Monday - Friday, 09:00 - 17:30, 1 hour for lunch.
Welcome to Motel
Our story began during a road trip in the 1990s, where our founders, Will and Andy, travelled across America collecting vintage items while living out of motels. They started purchasing vintage clothing in the USA and selling it wholesale, which eventually led to the creation of stores. From there, they began designing reworked vintage pieces, and thus, Motel was born.
Over 30 years and a team of 200+ people later, every piece of clothing we make is created with the same spirit of fun, freedom and adventure as the road trip that first defined the brand. We’re still ambitious and independent, but now we’re a global team - we work from an operational base in Worcester, a design studio in London and a creative studio in Bali.
The role
The Shoot Production Assistant plays a vital supporting role within the shoot team, working directly alongside the Photoshoot & Art Direction Manager to ensure the smooth and efficient delivery of all photoshoots and content shoots. The purpose of this role is to assist with the day-to-day logistics and coordination required to bring shoots to life; from pre-production planning through to on-set support and post-shoot wrap. Based in Bali, this role provides on-the-ground assistance with location scouting, model research and bookings, crew coordination, scheduling, and administrative production tasks, enabling the Manager to focus on creative direction and output quality.
Main tasks & responsibilities
Pre-Production Support
Assist the Photoshoot & Art Direction Manager with building and maintaining the annual shoot content plan (CP)
Support with research for creative shoot concepts, references, and mood boards as directed
Help coordinate product selection for shoots, ensuring samples are communicated and tracked clearly and on time
Assist with preparing shoot documentation including briefs, schedules, and call sheets under manager guidance
Location Scouting & Research
Research and scout shoot locations in Bali aligned with creative direction from the Manager
Gather location options, availability, imagery, and rates and present findings clearly
Assist with coordinating location visits and recce reports covering access, lighting, logistics, and suitability
Support negotiation and booking of locations, securing permits and any required agreements
Ensure locations are fully prepared and set up on shoot days, including logistics, deliveries, and on-set facilities
Model & Talent Bookings
Research and compile options for models in Bali, including local talent and potential fly-in models
Support the Manager with model outreach, rate negotiation, and booking confirmations
Assist with managing model schedules, communications, and day-of coordination
Maintain awareness of diversity within photoshoots and content, actively supporting improvements in this area
Assist with usage rights documentation and talent agreements as directed
Crew & Supplier Coordination
Assist with researching and booking shoot crew including photographers, videographers, MUA, stylists, and assistants
Coordinate crew availability, confirm bookings, and distribute call sheets and schedules
Liaise with suppliers, studios, and equipment providers to gather quotes and confirm arrangements
Maintain and help grow a database of trusted Bali-based crew, locations, and suppliers
On-Set Support
Provide on-set production support to the Manager across shoot days
Assist with keeping shoots on schedule, supporting the smooth running of operations
Handle logistics on set including deliveries, sample tracking, and shot logging
Assist with supervising and coordinating social content capture on shoot days
Support the team with any real-time troubleshooting and problem-solving as needed
Budget & Administration
Update and maintain actual shoot costs within the budget tracker on an ongoing basis
Assist with the PO and invoicing process, ensuring accuracy and timely processing
Support the Manager in working within agreed shoot budgets across all productions
Assist with collating information and completing where appropriate; contracts, NDAs, permits, and location agreements as directed
Post-Production & Asset Management
Assist with organising shoot selects and supporting timely handover to the Manager and wider team
Assist with communicating content deadlines and ensuring they are met
Communication & Documentation
Maintain clear, up-to-date documentation for all shoots including options charts, crew lists, schedules, and trackers
Provide regular status updates to the Manager and flag any risks or changes promptly
Communicate professionally with crew, talent, suppliers, and location contacts
Support post-shoot learnings documentation and contribute to improving best-practice production processes
Support Motel's sustainability initiatives by considering how our practices can improve, actively working in line with the sustainability journey of the business.
About you
Key Skills
Strong organisational skills with the ability to manage multiple tasks, timelines, and logistics simultaneously
Clear and confident communicator across crew, suppliers, talent, and internal teams
Proactive and solutions-focused with a calm, can-do attitude on shoot days
Attention to detail across scheduling, budgets, documentation, and asset management
An understanding of shoot workflows and production processes (stills and video)
Experience or strong interest in fashion/lifestyle shoot production
Familiarity with Bali-based locations, suppliers, and the local model market is a strong advantage
Special Requirements
Based in Bali with the right to work in Indonesia
Flexible and able to work on shoot days outside of standard hours when required
What's in it for you?
Competitive salary in line with industry benchmarking
A comprehensive health and social security package, including working social security.
Team socials and meetups
Monthly well-being activities to support your health and wellbeing
Tailored progression pathways
Bonus scheme for employees, paid out twice a year at management discretion
Motel is a growth mentality company!
At Motel Rocks, we value and believe in fostering an inclusive and diverse environment for our employees, customers, and partners. We are committed to building a brand that celebrates differences and promotes equal opportunities.