Program Operations Specialist

Score Promotions; Toronto; On-site; CAD 52,000 - 72,000; Full time

Job summary

Score Promotions is seeking a detail-oriented Coordinator to manage day-to-day client programs across the U.S. and Canada. You will oversee projects, orders, supplier communication, inventory, fulfillment, and cross-functional workflows.

The ideal candidate has 3–5 years in project coordination, strong organizational skills, and experience with purchase orders and vendors. Proficiency in Microsoft Office and CommonSku is required. This role is based in Toronto.

Qualifications

• 3-5 years of experience in project coordination, operations, or a similar role.
• Strong organizational and communication skills.
• Experience working with purchase orders, vendors, suppliers, and cross-functional teams.

Responsibilities

• Coordinate day-to-day operations of client programs, including projects, orders, supplier communication, inventory and fulfillment, client deliverables, and cross-functional workflows.
• Manage program schedules, milestones, recurring tasks, deadlines, and follow-ups to keep programs on track.
• Coordinate customer orders through the lifecycle: proofing, production, shipping, delivery, invoicing.
• Prepare, review and manage purchase orders; address discrepancies as they arise.
• Communicate with suppliers/vendors regarding production status, timelines, shipping details, and delivery expectations.
• Coordinate with internal Logistics and Production teams and third-party partners on inventory, receiving, and fulfillment.
• Maintain schedules for recurring client meetings and program deliverables; track action items.
• Collaborate with Strategic Programs, Sales, Logistics, Production, Accounting and other teams to ensure smooth execution.
• Coordinate rental requests, availability, timelines, shipping, and returns with accurate documentation.
• Identify risks and issues early and escalate as appropriate; maintain SOPs and workflows.

Skills

Project coordination

Organizational skills

Communication

Vendor management

MS Office

CommonSku

Tools

CommonSku

Microsoft Office

Job description

Score Promotions is a premier distributor of promotional products across North America, dedicated to providing customized branding solutions that elevate our clients' visibility. Acting as a true extension of their marketing teams, we bring creativity, innovation, and deep product knowledge to every campaign- ensuring impactful brand awareness. We're proud to be Great Place to Work Certified and honoured to be ranked among the top 100 PPAI Distributors in North America. Join our amazing team!

Promotional Products Industry knowledge is a definite asset for a successful candidate in this role.

This role is responsible for coordinating the day-to-day operations of client programs, including projects, orders, supplier communication, inventory and fulfillment, client deliverables, and cross-functional workflows. The ideal candidate is detail-oriented, follows through consistently, anticipates potential issues, and takes ownership of moving work forward from start to finish.

• Program & Project Coordination: Manage project schedules, milestones, recurring tasks, deadlines, and follow-ups to ensure programs and projects remain on track.
• Order Management: Coordinate customer orders throughout the order lifecycle, including proofing, production, shipping, delivery, and invoicing.
• Purchase Order Oversight: Prepare, review, and manage purchase orders, ensuring accuracy and completeness while addressing discrepancies as they arise.
• Supplier & Vendor Coordination: Communicate with suppliers and vendors regarding production status, timelines, shipping details, and delivery expectations. Proactively address delays and other order-related issues.
• Inventory & Fulfillment: Coordinate with internal Logistics and Production teams and third-party fulfillment partners regarding inventory, receiving, fulfillment, shipping, backorders, and delivery issues.
• Client Program Administration: Maintain schedules for recurring client meetings and program deliverables, track action items, and ensure commitments are completed on time.
• Cross-Department Collaboration: Work closely with Strategic Programs, Sales, Logistics, Production, Accounting, and other internal teams to ensure smooth execution of program and project requirements.
• Rental Program Management: Coordinate rental requests, availability, timelines, shipping, and returns while maintaining accurate documentation.
• Issue Resolution: Identify risks, delays, discrepancies, and operational challenges early and work proactively to resolve them. Escalate issues when appropriate.
• Process & SOP Management: Maintain and update operational SOPs, workflows, and documentation as programs and responsibilities evolve.
• Process Improvement: Identify opportunities to improve workflows, tools, and efficiencies and contribute to continuous improvement initiatives.
• Systems & Documentation: Maintain accurate and organized project, order, supplier, and program records. Utilize CommonSku, Microsoft Office, and other company systems effectively.
• Other Duties as Assigned: Take on additional responsibilities as needed to support the team and company objectives.

Requirements

• 3-5 years of experience in project coordination, operations, or a similar role
• Strong organizational and communication skills
• Ability to manage multiple projects, orders, deadlines, and priorities effectively
• Experience working with purchase orders, vendors, suppliers, and cross-functional teams
• Proficiency in Microsoft Office and experience with project or order management systems such as CommonSku
• Strong attention to detail, problem-solving skills, and follow-through
• Ability to work independently, take initiative, and adapt to changing priorities
• Experience with branded merchandise, promotional products, print, apparel, inventory management, fulfillment, shipping, e-commerce, client onboarding, or 3PL operations is preferred
• Experience working across U.S. and Canadian operations is an asset

If you're a people person who thrives on building connections and creating solutions, this role could be a perfect fit for you!

At Score Promotions, we value diversity and are committed to creating an inclusive workplace. We encourage applications from all qualified individuals regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.