Apparel and Promotional Product Development Coordinator

A-to-Z-Medi; New York (NY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

A to Z Media in New York, NY is looking for a detail‑oriented Apparel & Promotional Product Development Coordinator to drive merchandise programs from concept to delivery. You’ll manage timelines, coordinate with design, and liaise with a global vendor network to ensure accurate proofs and on‑time shipments.

You will maintain production calendars, issue POs, assist in sourcing, and support client communications.

Qualifications

• 2–4 years in product coordination, apparel production, or merchandise operations.
• Experience in apparel/promotional products or music merchandise preferred.
• Proven ability to multi‑task in a fast‑paced, deadline‑driven environment.
• Strong written and verbal communication for executives and creatives.
• Adaptable, proactive problem‑solver in a dynamic setting.

Responsibilities

• Manage product lifecycle from design to final delivery.
• Coordinate art assets and proofs with approvals and routing.
• Maintain production calendar and weekly status reports.
• QC pre‑production samples and secure client approvals.
• Liaise with vendors, issue POs, and monitor timelines.
• Support sourcing and vet new vendors for options.
• Communicate with clients, managers, and sales via email/Slack/Zoom/phone.
• Create internal decks and recaps for new products.
• Resolve issues per procedures and track milestones in the system.
• Coordinate invoicing, VAT and local tax with finance team.

Skills

Attention to detail

Cross-Functional Collaboration

Logistical Aptitude

Creative Alignment

Job description

A to Z Media is seeking a detail-oriented Apparel & Promotional Product Development Coordinator. In this role, you will serve as the operational backbone of our merchandise department, executing and tracking product development, logistics, and vendor coordination for a diverse roster of music and brand clients. This role will focus on the seamless execution of merchandise programs, from initial start to final delivery. This role is ideal for a proactive, highly organized individual with a passion for music who thrives on cross‑functional collaboration, precise timeline management, and hands‑on problem solving.

What You’ll Do

Product Development & Timeline Tracking

• Production Tracking - manage the day-to-day product lifecycle, tracking items through the design, proofing, manufacturing, and final delivery stages
• Art Trafficking - work closely with the internal Art Department to route design assets and proofs, ensuring client approvals are secured and accurate
• Schedule Maintenance - maintain an up-to-date production calendar and generate weekly status reports to ensure all open projects stay on schedule
• Quality Control - monitor pre‑production samples for quality issues, coordinate client approvals, and flag any discrepancies immediately

Vendor & Sourcing Coordination

• Vendor Liaison - serve as a point of contact for our global vendor network to secure pricing, proofs, production timelines, and shipping methods
• Order Administration - issue accurate Purchase Orders (POs) to vendors, confirm receipt, and monitor vendor portals for completion dates
• Sourcing Support - assist in researching and vetting new vendors and manufacturers to expand apparel and promotional product options

Client Services & Communication

• Account Management - maintain regular, clear communication (via email, Slack, Zoom, and phone) with clients, managers, and sales teams regarding job statuses
• Asset Creation - assist in compiling internal pitch decks and monthly recaps showcasing newly developed products
• Issue Resolution - act as a responsive point of contact for client claims, following established procedures to correct production or delivery errors swiftly

Logistics, Data, & Order Administration

• Database Accuracy - maintain accurate and real‑time records of milestones, production notes, and shipping details within our custom database
• Financial Administration - generate and issue accurate client invoices upon project completion; coordinate VAT and domestic sales tax billing with the finance team
• Inventory & Warehouse Coordination - liaise with the warehouse team to coordinate incoming shipments, pickups, physical inventory counts, and product reworks

Qualifications

• Experience - 2 - 4 years of relevant experience in product coordination, apparel production, account -management, or merchandise operations
• Industry Knowledge - direct experience working within an apparel, promotional products, or music merchandise environment is highly preferred
• Project Management - proven ability to handle multiple competing priorities simultaneously in a fast‑paced, deadline‑driven environment
• Communication - exceptional written and verbal communication skills, with the ability to collaborate effectively with both business executives and creative artists/managers
• Adaptability - high comfort level working in a dynamic environment, with a "can-do" attitude and a knack for proactive problem‑solving

Key Skill Set

• Extreme Attention to Detail - inherent focus on follow‑through, database accuracy, and order precision
• Cross‑Functional Collaboration - ability to act as a seamless bridge between sales, art, logistics, accounting, and external partners.
• Logistical Aptitude - understanding of shipping, tracking, warehousing, and production workflows
• Creative Alignment - a strong eye for product quality and design, combined with a genuine passion for music culture and artist branding.

Founded in 1994, A to Z Media is a family‑owned company specializing in Vinyl, CD, DVD, Promotional Product and Apparel, and Manufacturing Services. For over 30 years, we have been committed to delivering exceptional customer service, high‑quality products, and competitive pricing for our global clientele. We work closely with clients to provide bespoke manufacturing solutions, including special printing, packaging, production, and logistical support. Our clients range from indie labels and branding agencies to distributors and Fortune 500 companies. At A to Z Media, we pride ourselves on being a true partner in bringing creative visions to life.

Full-Time, Onsite to Hybrid, $45,000 - $65,000