Promotional Operations Coordinator

Aquent is partnering with a globally recognized organization, a leader in its field, known for its innovative approach and significant market presence. This client consistently delivers high-quality initiatives and products that resonate with consumers worldwide. Joining their team means becoming part of a dynamic environment where your contributions directly support the seamless execution of critical business operations, ensuring that marketing efforts and promotional programs achieve maximum impact.

Are you a highly organized and detail-oriented professional with a passion for operational excellence? We are seeking a proactive individual to step into a pivotal role where you will be instrumental in coordinating the day-to-day execution of marketing operations, procurement, and logistics. This is an exciting opportunity to ensure that promotional products, marketing materials, and key business initiatives are delivered on time and within scope. You will manage essential functions from purchase order processing and vendor relationships to inbound shipments and financial administration, directly impacting the efficiency and success of our client's marketing endeavors. Your ability to balance multiple priorities, collaborate across diverse teams, and proactively solve problems will be key to driving operational success in a fast-paced environment.

What You'll Do

• Track all inbound shipments from international suppliers, including freight forwarding status and delivery timelines.
• Coordinate with freight forwarders and logistics partners to confirm shipment schedules and resolve delivery issues, rerouting when necessary.
• Obtain and maintain Proofs of Delivery (PODs) and distribute weekly shipment status reports to stakeholders.
• Maintain comprehensive project status reports, tracking purchase orders, project milestones, and delivery schedules.
• Coordinate multiple projects simultaneously to ensure all deliverables remain on schedule and provide operational support across marketing initiatives and promotional programs.
• Create and manage purchase orders, ensuring compliance with internal purchasing and audit requirements, and verifying supporting documentation such as vendor quotations and required approvals.
• Investigate and resolve receiving discrepancies by partnering with warehouses, logistics providers, and suppliers, providing shipping documentation to assist receiving teams.
• Coordinate expedited shipping when necessary and ensure suppliers deliver orders accurately and in full, tracking completion of all required product documentation.
• Partner with Accounts Payable to ensure vendors are paid according to contractual terms, enter confirmations for non-stock purchase orders, and review invoices for accuracy.
• Research and resolve parked or blocked invoices by coordinating with Receiving and Accounts Payable, maintaining strong vendor relationships.
• Track departmental spending throughout the year, prepare quarterly spend reports and budget updates, and compile annual spend reporting and financial summaries.
• Manage procurement of repeat promotional items, including various accessories and gift-with-purchase items.
• Assist with sourcing new promotional products and vendors, supporting promotional and marketing initiatives from planning through delivery.

Required Skills & Experience

• Bachelor's degree in Business, Supply Chain, Operations, Marketing, or a related field, or equivalent professional experience.
• 3+ years of experience in operations, project coordination, procurement, supply chain, logistics, purchasing, or business administration.
• Proven experience managing purchase orders, vendors, and project timelines.
• Strong organizational, analytical, and problem-solving skills.
• Excellent communication and cross-functional collaboration abilities.
• Advanced proficiency with Microsoft Excel and Microsoft Office Suite.
• Ability to manage multiple priorities with exceptional attention to detail.

Nice-to-Have Qualifications

• Experience working with international suppliers and freight forwarders.
• Knowledge of procurement, purchasing, logistics, or supply chain operations.
• Experience supporting marketing operations or promotional product programs.
• Familiarity with enterprise resource planning systems or similar purchasing platforms.
• Experience partnering with Accounts Payable and Finance teams on invoice processing and reconciliation.

About Aquent Talent:

Aquent Talent connects the best talent in marketing, creative, and design with the world's biggest brands.

Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits!

Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We're about creating an inclusive environment-one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.