Promotional Operations Coordinator

Aquent; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

Aquent is seeking a highly organized Promotional Operations Coordinator to support day-to-day marketing operations, procurement, logistics, and project coordination. This role ensures promotional products and materials are delivered on time by managing purchase orders, vendor relationships, inbound shipments, inventory documentation, and cross-functional communication.

The ideal candidate thrives in a fast-paced environment, balancing multiple priorities and collaborating across Marketing,

Qualifications

• Bachelor’s degree in Business, Supply Chain, Operations, Marketing, or related field, or equivalent experience.
• 3+ years of experience in operations, project coordination, procurement, or logistics.
• 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 Office Suite.
• Ability to manage multiple priorities with attention to detail.

Responsibilities

• Track inbound shipments from international suppliers and monitor freight forwarding status.
• Coordinate with freight forwarders to confirm schedules and resolve delivery issues.
• Reroute shipments to meet business needs and obtain Proofs of Delivery.
• Maintain project status reports, purchase orders, milestones, and delivery schedules.
• Create and manage purchase orders with internal compliance and documentation.
• Verify vendor quotations, approvals, and cost benefit reviews.
• Investigate discrepancies with warehouses, logistics providers, and suppliers.
• Provide shipping documentation to assist receiving teams and expedite processing.
• Partner with Accounts Payable to ensure timely vendor payments and invoice accuracy.
• Track spend, prepare quarterly updates, and compile annual summaries.
• Support promotional programs from planning through delivery with cross-functional teams.

Skills

Excel

MS Office

Education

Bachelor’s degree or equivalent

Tools

SAP

Job description

Candidates must be located within a commutable distance at the time of submission. Applicants who are not local will not be eligible for consideration.

Overview

Our client is seeking a highly organized and detail-oriented Promotional Operations Coordinator to support the day-to-day execution of marketing operations, procurement, logistics, and project coordination initiatives. This role is responsible for ensuring promotional products, marketing materials, and business initiatives are delivered on time by managing purchase orders, vendor relationships, inbound shipments, inventory documentation, invoice processing, and cross-functional communication.

The ideal candidate is proactive, analytical, and thrives in a fast-paced environment while balancing multiple priorities and collaborating across Marketing, Supply Chain, Finance, Logistics, Accounts Payable, and external suppliers.

Key Responsibilities

Logistics & Shipment Coordination

• 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.
• Reroute shipments when necessary to meet business needs.
• Obtain and maintain Proofs of Delivery (PODs).
• Prepare and distribute weekly shipment status reports to Marketing and internal stakeholders.

Project & Business Operations

• Maintain project status reports, tracking purchase orders, project milestones, and delivery schedules.
• Coordinate multiple projects simultaneously to ensure deliverables remain on schedule.
• Provide operational support across marketing initiatives and promotional programs.

Procurement & Purchase Order Management

• Create and manage purchase orders while ensuring compliance with internal purchasing and audit requirements.
• Verify supporting documentation, including:
  • Vendor quotations
  • Required approvals
  • Cost Benefit Reviews (CBRs)
• Monitor purchase orders through completion and ensure accurate documentation.

Receiving & Vendor Coordination

• Investigate and resolve receiving discrepancies by partnering with warehouses, logistics providers, and suppliers.
• Provide shipping documentation to assist receiving teams in locating delivered goods.
• Coordinate expedited shipping when necessary to support business priorities.
• Ensure suppliers deliver orders accurately and in full.
• Track and ensure completion of all required Product Information Management (PIM) documentation.

Accounts Payable & Financial Administration

• Partner with Accounts Payable to ensure vendors are paid according to contractual terms.
• Enter confirmations for non-stock purchase orders.
• Review invoices for accuracy and resolve discrepancies.
• Research and resolve parked or blocked invoices by coordinating with Receiving and Accounts Payable.
• Maintain strong vendor relationships while ensuring timely issue resolution.

Budget & Spend Reporting

• Track departmental spending throughout the year.
• Prepare quarterly spend reports and budget updates.
• Compile annual spend reporting and financial summaries.

Promotional Product Coordination

• Manage procurement of repeat promotional items, including:
  • Color accessories
  • Basic glorifiers
  • Gift-with-Purchase (GWP) items
• Assist with sourcing new promotional products and vendors.
• Support promotional and marketing initiatives from planning through delivery.

Qualifications

Required

• 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.
• 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.

Preferred

• 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 ERP systems such as SAP or similar purchasing platforms.
• Experience partnering with Accounts Payable and Finance teams on invoice processing and reconciliation.

Ideal Candidate

• Highly organized and detail-oriented.
• A proactive problem solver who enjoys improving operational processes.
• Comfortable managing multiple projects in a fast-paced environment.
• Experienced working with vendors, suppliers, and cross-functional business partners.
• Skilled at balancing logistics, procurement, financial administration, and project coordination while ensuring operational excellence.