Project Coordinator

JOB SUMMARY

The Project Coordinator position is part of an account team assigned to special projects requiring elevated administrative support, vendor onboarding oversight, and disciplined project administrative management. With this role you will work closely with Sales, Sales Operations, and Global Sourcing teams to support project health and deliverables through the full project lifecycle. This role helps maximize efficiency, drive cross-functional alignment, and deliver the superior service level BDA is known for. This role involves managing timelines, coordinating with multiple internal and external stakeholders, ensuring seamless processes from ideation to delivery to include expert administrative support, scheduling and proactive follow-up.

EXPERIENCE REQUIREMENTS

• 1-3 years project coordination experience, purchasing, experience trafficking projects successfully between multiple client stakeholders, internal teams, and suppliers/providers.
• 1+ years' experience and knowledge of materials production (print and paper, packaging, hard-good and soft-good lines; promotional and imprinted merchandise experience preferred
• Experience in brand standards management or consulting with large organization brand teams a plus.

JOB SKILLS & TRAITS

• Confidence in Microsoft Office suite, including Microsoft Project or similar project management system strongly preferred.
• Excellent project management skills, including timeline management, and ability to thrive in a fast-paced, meticulous, deadline driven environment.
• Excellent people skills; Self-directed but comfortable working in remote team and client environment, and comfortable working in collaborative organizational structures.
• Ability to make sound decisions in the face of stressful times, change or in situations of ambiguity.

DUTIES & RESPONSIBILITIES

• Develop and maintain detailed internal project schedules
• Create preliminary specifications that can be used to accurately quote and mass produce custom products
• Participate in team collaborative meetings
• Prepare all Purchase Order request packets and verify project information for accuracy and completeness prior to submission to Sales Ops coordinator.
• Support the achievement of team initiatives and individual performance metrics
• Function as the liaison between Ops team and other departments for oversight and timeline management for CFA projects
• Work in partnership with the Ops team to support open projects.
• Track and monitor new vendor onboarding status, ensuring all required documentation, compliance requirements, and system setups are completed on schedule; coordinate with stakeholders to address and resolve roadblocks
• Manage development calendars and production timelines from ideation to delivery; align stakeholders on key milestones, proactively address delays, and ensure timely approvals, sample reviews, and production launches
• Other job duties and projects assigned

SAFETY & COMPLIANCE (T.B.D)

• Manage the upload of documents into multiple online portals
• Assist with completing project documentation via word and submitting to appropriate parties
• Track and monitor sample submission and approvals, relay to appropriate stakeholders
• Assist with reviewing invoices for accuracy and submitting for payment
• Assist with the coordination of 3rdparty safety lab testing (requesting quotes, obtaining approval, sample submission, tracking test report receipt)

ORDER MANAGEMENT & COORDINATION

• Process and track global orders from initial requests ensuring all details are accurate.
• Manage and oversee complex and high-value orders, specifically those totaling $25,000 and above, ensuring meticulous diligence and adherence to client specifications throughout the order lifecycle.

PROCESS IMPROVEMENT

• Collaborate with cross-functional teams to assist in system testing, ensuring new tools and updates meet operational requirements.
• Advocate for and participate in process improvement initiatives, working closely with leadership to identify opportunities for increased efficiency and effectiveness.
• Demonstrate an elevated level of maturity and professionalism, serving as a role model and resource for team members, and fostering a supportive and collaborative work environment.