Program Coordinator

Program Coordinator (Product Sampling / Events / Promotions)

Schedule: Monday-Friday, 9am-5pm CST or EST

About the Company

Our client is a strategic product sampling partner that connects brands with consumers through a nationwide network of trusted venue professionals across the U.S. and Canada. Leveraging deep industry verticals, they deliver targeted brand experiences that drive awareness, trial, and measurable results.

With a focus on high-impact sampling strategies, their services support a wide range of categories, including health, nutrition, fitness, beauty, college, pet, and infant care.

About the Role

As a Program Coordinator, you will be responsible for the seamless execution of brand sampling and operational programs from planning to completion. You will act as the central liaison between internal teams and vendors, ensuring that deliverables are completed on time, within scope, and aligned with business goals. Your role is key in driving operational excellence through proactive communication, structured program oversight, and data-driven reporting.

Responsibilities
Campaign Management

• Participate in campaign kickoff meetings
• Develop campaign timelines, load timing into project management platform and manage timelines and deliverables throughout duration of campaign ensuring deadlines are being met
• Ensure CRM system is being maximized for all campaigns
• Support Connect Builder with purchasing data, as needed, to supplement existing venue data
• Track recruitment progress against goals and assist Connect Builder, as needed, to resolve concerns
• Manage creative deliverable process, working with internal and external partners to develop creative materials
• Oversee sample shipments and delivery to fulfillment partners, maintain inventory reports and resolve discrepancies; provide direction on remaining inventory at the completion of a campaign
• Manage shipments to venues with fulfillment partners, develop packing instructions, ensuring compliance and tracking shipments to venues; Address shipping issues, as needed
• Proactively communicate project status with internal team and external partners
• Implement feedback surveys in survey platform
• Provide status updates on program metrics, photos and consumer insights throughout campaign
• Compile program results and build campaign recap decks, incorporate inputs from all team members
• Oversee development of digital recap, as needed
• Manage incentive distribution to venues and consumers
• Contribute to client meetings and status updates, as needed

New Business Support and Special Projects

• Provide venue data as needed for proposal development
• Assist with special projects as assigned by CEO to support new business initiatives
• Assist with campaign set up in HubSpot for outbound sales efforts
• Support CEO with administrative tasks, upon request
• Conduct industry research as needed

Competencies and Qualifications
Must-Have

• 3–5+ years of experience in project or program management
• Proficient in project management tools (e.g., Basecamp)
• Experience with HubSpot CRM or similar tools
• Confident with Excel (comfortable with formulas and structured worksheets).
• Strong organizational skills with attention to detail and ability to manage complex timelines.
• Effective communication, negotiation, and interpersonal skills
• Excellent communication and follow-up skills.
• Solid critical thinking and problem-solving abilities—can proactively anticipate issues and solve them independently.
• Comfortable managing multiple stakeholders and shifting priorities in a fast-paced environment.

Nice-to-Have

• Background in promotions or event marketing (supplier sourcing, vendor management, or negotiation)
• Prior experience working with marketing or advertising agencies

What We Offer

• 100% Remote Work
• 13th Month Pay
• Free Learning and Development Programs

Application Process

We understand that searching for a new job can be challenging, and we're here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible.

Typically, the interview process includes a Recruiter Interview, Client Interview, and Practical Test, but this may vary depending on the role. Throughout each stage, we'll keep you informed and provide feedback as quickly as we can, ensuring you feel valued and supported throughout your journey with us.

Seniority level

• Associate

Employment type

• Full-time

Job function

• Advertising, Marketing, and Business Development

Industries

• Retail, Marketing Services, and Advertising Services

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