Seasonal Corporate Gifting Coordinator

Dandelion Chocolate; San Francisco (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Dandelion Chocolate is seeking a Corporate Specialist to oversee end-to-end fulfillment of corporate custom orders. You will collaborate with production, customer service, fulfillment, and creative teams to ensure accurate data, on-time production, and successful delivery of corporate gifts and bulk orders.

The role requires coordinating across multiple teams, managing custom packaging, and ensuring timely shipping while maintaining quality.

Qualifications

• Strong attention to detail and organizational skills.
• Able to coordinate across multiple teams and deadlines.
• Experience with order management and fulfillment processes.
• Familiarity with Airtable/Shopify/ShipStation is a plus.

Responsibilities

• Monitor order management systems daily for new corporate orders and confirm all required fields are complete and accurate.
• Cross-check order details across systems to confirm product, quantity, and ship date match.
• Confirm which internal team is assigned to each order and follow up ahead of due dates to keep orders on track.
• Manage and order components such as custom ribbon colors or branded packaging.
• Coordinate bespoke orders requiring custom packaging, collateral, or treats, including client pickup dates and production timelines.
• Receive and quality check customized product from production teams and coordinate repacking or splitting shipments.
• Confirm delivery timing with production teams so customized product arrives to fulfillment at least two days before shipment.
• Gather delivery requirements for orders requiring direct or freight shipping; schedule direct deliveries and coordinate day of logistics.
• Schedule freight deliveries, confirming weight, quantity, pallet count, and refrigeration needs.
• Verify non-customized product availability and freshness before packing and splitting shipments.
• Receive, count, and organize gift notes; print personalized gift note cards and match notes to order numbers.
• Match gift notes and packing slips to shipping labels during packing.

Skills

Attention to detail

Organization

Cross-functional coordination

Communication

Project management

Multi-team coordination

Tools

Airtable

Gorgias

Shopify

ShipStation

Zest

Aircall

Job description

Job Summary

The Corporate Specialist coordinates the end-to-end fulfillment of corporate custom orders, working across internal production, customer service, fulfillment, and creative teams to ensure accurate order data, on‑time production, and successful delivery of every corporate gift and bulk order.

Key Responsibilities

Order Intake & Data Management

• Monitor order management systems daily for new corporate orders and confirm all required fields are complete and accurate, including product/SKU, customization details, dates, order number, colors, recurrence, and special requests.
• Cross‑check order details across systems to confirm product, quantity, and ship date match, placing orders on hold until the correct ship date.
• Confirm which internal team is assigned to each order and follow up ahead of due dates to keep collaborative orders on track.

Production & Customization Coordination

• Manage and order components such as custom ribbon colors or branded packaging.
• Coordinate bespoke orders requiring custom packaging, collateral, or treats, including client pickup dates, production timelines, and handoffs between internal teams.
• Receive and quality check customized product from production teams, confirming quantities and coordinating repacking or splitting shipments as needed.
• Confirm delivery timing with production teams so customized product arrives to fulfillment at least two days before shipment.

Shipping & Logistics

• Gather delivery requirements from customer service teams for orders requiring direct or freight shipping, including preferred date, time, contact, and destination details.
• Schedule direct deliveries and coordinate day of logistics, including palletizing, labeling, and providing maps and delivery instructions.
• Schedule freight deliveries, confirming weight, quantity, pallet count, and refrigeration needs, and manage day of packing and truck handoff.
• Verify non‑customized product availability and freshness (best‑by dates) before packing and splitting shipments.

Documentation & Personalization

• Receive, count, and organize gift notes, filing them alphabetically or matching handwritten notes to order numbers.
• Print personalized gift note cards as needed and coordinate formatting feedback with customer service teams.
• Match gift notes and packing slips to shipping labels during the packing process.

Inventory & Organization

• Maintain a dedicated storage system for corporate orders to keep custom products, gift notes, and collateral organized and separate from standard inventory.
• Keep corporate order records organized alphabetically.

Cross-Functional Communication

• Provide shipping details (box sizes, weights, shipping quotes) and product photos to customer service teams as corporate opportunities develop.
• Communicate with creative and customer service teams on urgent or late corporate requests to help expedite approvals without compromising quality or timelines.

Qualifications

• Strong attention to detail and organizational skills, with the ability to manage complex, multi-step orders.
• Ability to coordinate across multiple teams and manage competing deadlines, especially during peak season.
• Comfortable communicating with internal stakeholders and occasionally with clients or customer service representatives.
• Experience with platforms such as Airtable, Gorgias, Shopify, ShipStation, Zest, or Aircall preferred.
• Experience with shipping and freight logistics software is a plus.