Program Coordinator II

Blueprint Studios; Nevada (IA); On-site; USD 40,000 - 60,000; Full time

Job summary

Blueprint Studios in the United States seeks a Program Coordinator to provide direct administrative support to Account Managers or Directors, serving as the liaison between Sales and multiple departments by communicating deliverables and supporting event documentation.

The role coordinates showroom and client meeting calendars, travel schedules, and requires proficiency in Intellievent, Google Suite, Asana, and Adobe Acrobat; includes contracts, invoicing, and client communication.

Qualifications

• GED or high school diploma required.
• AA or BS degree preferred.
• Strong written and verbal communication and organizational skills.
• Two years of administrative coordinator experience recommended.
• Proficient with MS-Office and business software.

Responsibilities

• Serve as the administrative liaison between operations and sales.
• Coordinate and schedule calendars for assigned sales representatives.
• Maintain client files and distribute contracts and documentation.
• Handle invoicing and collect payments per policy.
• Assist in production meetings and event planning.

Skills

Organizational skills

Written & verbal communication

Multitasking

Education

GED or High School Diploma

AA or BS Degree preferred

Tools

MS-Office Suite

Intellievent

Google Suite

Asana

Adobe Acrobat

Job description

JOB SUMMARY: Overall Summary of Function

The Program Coordinator provides direct administrative support to their assigned Account Manager(s) or Director(s). This role serves as the liaison between Sales and multiple departments within the organization by effectively communicating deliverables, providing updates and supporting documentation in relation to events.

ESSENTIAL JOB FUNCTIONS: At Minimum Duties & Responsibilities

• Serves as the administrative liaison between operations and sales
• Acts as the backup client contact when the salesperson is not available for half a day or longer.
• Coordinates and schedules the following calendar of their assigned sales representative(s):
  • Showroom Calendar
  • Client meeting Calendar
  • Travel Schedule: Venue/Site Visits/On-site installations, etc.
• Possesses knowledge of company inventory and pricing
• Maintains proficiency in the company software and the client database management system
  • Intellievent
  • Google Suite
  • Asana
  • Adobe Acrobat
• Follows through the event order life cycle (contract creation, distribution, revisions, and client communication.)
• Coordinates and communicates with the Showroom Coordinator to schedule requested client showrooms
• Works in conjunction with all Operational Departments to ensure event success
• Creates, revises and distributes written client contracts both externally and internally
• Maintains standardized client files.
• Coordinates sub-rentals with approved vendors
• Proactively resolves inventory conflicts as needed
• Reviews quality control discrepancies as requested
• Responsible for client invoicing and collecting payments in accordance with company policies and procedures
• Actively participates in production meetings providing administrative clarification to upcoming events
• Maintains comprehensive knowledge of event process flow (Order Stages)
• Proactively monitors intellievent orders to prevent errors
• Displays a high degree of confidentiality, professionalism, and emotional maturity at all times
• Assist on special internal projects as requested by Upper Management
• Other duties as assigned by the department lead/manager.

PHYSICAL REQUIREMENTS: Work Environment/ Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to ensure individuals with disabilities perform the crucial functions. While performing the duties of this job, the employee is frequently required to sit, talk and hear.

• The employee is required to stand, walk, and use hands to handle, feel, reach with hands and arms, stoop, kneel, crouch, climb or crawl.
• The employee may need to lift and/or move up to 25 pounds
• Specific vision abilities required by this job include close vision
• The noise level in the work environment is usually moderate to heavy
• The temperature will vary from hot to cold depending on the weather

QUALIFICATIONS: At Minimum Training, Education & Experience

• GED or High School Diploma required
• AA or BS Degree highly preferred
• Fully business software literate (MS-Office Suite)
• Must be able to manage multiple concurrent tasks and priorities with accuracy
• Must have exceptional organizational skills
• Possesses exemplary written and verbal communication skills
• 2 years with previous administrative coordinator experience (related experience preferred)

EQUAL OPPORTUNITY STATEMENT:

Blueprint Studios provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. Blueprint Studios expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.