Delivery Coordinator

Job Title: Delivery Coordinator (Full-Time)

Department: Creative Services

Reports to: VP, Creative Services

Position Requirements:

Monday - Friday 8:00-5:00 | Hybrid schedule after training period (3 days in office per week, 2 days remote)

Job Description

Summary:

This is a full-time, hybrid role. The Delivery Coordinator is a key resource in the success of our client engagements and our internal operations. They are skilled at tracking and advocating for all the details, big or small. They are able to keep track of work across multiple active projects while understanding top priorities. They’re willing to jump in wherever they can, learn quickly, and also know when to use their team members and available resources.

The Delivery Coordinator will help oversee the day-to-day coordination of project schedules, communicating with clients and internal teams, ensuring deadlines are met, and providing excellent customer support. The role requires managing multiple priorities, analyzing project progress, and addressing client needs to ensure smooth and effective project execution.

A successful Delivery Coordinator is not afraid to ask questions and can adapt to the present need. They help the entire team deliver great work and great client experiences.

Working with the Account Reps and Creative Services Team to set up and track projects and tasks in our project management system.

• Ensure team members have access to all resources, keeping them organized and accessible throughout projects
• Help facilitate and track engagement needs. Meet with creative team to divide work, help set tasks and timelines, and follow up on task deadlines
• Help act as a project manager for internal initiatives, keeping high priority items moving forward
• Collaborate with leadership team to document and maintain internal processes and SOPs
• Process billing for Creative Services projects
• Assist with proofreading

Responsible for working directly with Account Reps and clients to research, source, and order custom promotional products, print collateral, and decorated apparel items to help our clients promote their brand. In addition, this position is responsible for creating estimates, proposals, and POs; dealing directly with suppliers; and ensuring proper and timely billing of promotional product projects.

• Research promotional products and vendors via ASI and thorough internet searches
• Collaborate with Account Managers & Designers on customer aesthetic and expectation in order to pitch appropriate specialty products
• Work with multiple suppliers to source products and negotiate pricing to prepare quotes/proposals
• Process incoming customer orders which includes: placing orders with suppliers, communicating project details with the team, and ensuring timely product delivery
• Follow up on orders, receive feedback, and suggest improvements to create a better customer experience
• Remain current on industry trends, products, and education
• Process billing for promotional product orders
• Manage all communication with promotional product vendors on orders such as quality issues and tracking in a timely and professional manner
• Maintain detailed communication records for all projects inside of the company project management system
• Copy Account Rep on all communication so they are in the loop
• Work with the VP Creative Services to maintain standard pricing guidelines for products and services
• Other duties as assigned

• Proficient in Microsoft Office and/or Google Workspace applications and related computer skills
• Exceptional interpersonal, phone etiquette, and writing skills.
• Superb organizational skills, time management skills, and attention to detail.
• Self-management skills, a team-based demeanor, creative thinking, and problem-solving skills
• Ability to work under tight and strict deadlines while independently balancing multiple active projects
• Strong desire to provide the highest level of customer service to clients
• Resourceful, proactive team player

• Minor knowledge of Adobe based design software programs is helpful but not necessary
• Familiarity with…