Seasonal Corporate Gifting Coordinator

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.

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