Program Project Coordinator - Overture Promotions

Who We Are: Overture Promotions is an award-winning promotional product agency; we design and produce swag for events, new hire kits, brand activations, company stores and much more. Unlike most, we have a unique ability to offer end-to-end services under one roof.  In-house services include graphic design, web development, onsite screen printing and embroidery, 240,000 SF of warehouse space, pick-pack, and kit assembly. We’re a minority-owned business that’s woman-led. We work with companies of all sizes, including many of the world’s most recognizable brands. For more information about Overture, please visit us at www.overturepromotions.com.

Summary: We are looking for an enthusiastic and detail-oriented Program Project Coordinator to join our team. The Program Project Coordinator will support the planning, execution, and monitoring of Pop Up Shops and Limited Time Offerings to ensure they are completed on time, within scope, and on budget. This role requires excellent organizational skills, attention to detail, effective communication, and the ability to work collaboratively with various teams. 
*Please note this is an in-office role*

 Duties & Responsibilities: 

• Plan, develop, and deploy temporary websites for clients, ensuring responsiveness, user-friendliness, and alignment with project objectives.
• Serve as the primary liaison between clients, the design team, and internal stakeholders involved in the project.
• Collaborate with stakeholders to define project requirements, timelines, and budget constraints.
• Track project progress and ensure all milestones are achieved on schedule.
• Conduct thorough testing of websites across browsers and devices to ensure functionality and compatibility.
• Manage new item creation and SKU organization in NetSuite.
• Generate and process purchase orders in NetSuite, sharing them with vendors as required.
• Follow up on purchase orders to ensure timely production of all items.
• Collaborate with vendors and the sales team to resolve issues related to backorders, product damage, or inventory shortages.
• Assist in the development of detailed project plans, including timelines, milestones, and resource allocation.
• Maintain comprehensive project documentation, including plans, status reports, meeting notes, and action items.
• Prepare regular status updates for stakeholders and project teams.
• Monitor project risks and challenges, assisting in identifying and mitigating potential issues.
• Escalate concerns to the Program Manager promptly.
• Support quality control efforts to ensure all deliverables meet established standards and project requirements.

• Bachelor’s degree or equivalent professional experience preferred.
• 1–2 years of experience in project coordination or a related field.
• Familiarity with project management tools such as MS Project, Asana, Trello, or Wrike (our team uses Wrike).
• Proficiency in MS Office Suite (Word, Excel, PowerPoint).
• Exceptional organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Attention to detail with excellent problem-solving skills.
• Ability to work independently and collaboratively within a team environment.
• Proactive mindset with the ability to manage multiple priorities effectively.
• Positive attitude and eagerness to learn and adapt.
• Demonstrated strong commitment to achieving project success.

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