Design and Development Coordinator

About / Careers / Design and Development Coordinator, Atlanta, GA

Atlanta, GA

• A competitive salary based on experience.
• Incentive eligibility based on program size and profitability.
• Health insurance coverage including medical, vision, and dental.
• Discretionary PTO for vacation and personal time, paid holidays, and paid sick leave accrued based on hours worked.
• 401(k) with employer match.
• Company-paid short term and long term disability insurance coverage.
• Company-paid $50,000 basic life insurance.
• Voluntary life insurance.
• Paid DMCP and/or CMP certification.

Proposal Development and Program Support

• Collaborate with a Manager or Director in the development of proposals and pricing utilizing pre-built tariff, with the potential for customization, to meet client and program objectives.
• Support Design & Development Department in the production of client proposals by creating accurate shells and supporting documentation.
• Write and adapt creative descriptions for client-facing materials such as activities/tours, venues, and restaurants, customizing standard content when necessary.
• Maintain direct communication with Sales team throughout the proposal phase, including discovery calls, meetings, site visits, and presentations, both virtual and in-person.
• Conduct initial vendor outreach to confirm availability and collect service information aligned with proposal and contract parameters.
• Maintain holds for venues and vendors during the sales process, ensuring timely release or confirmation based on project status.
• Participate in site inspection planning and execution when required, supporting logistics, vendor coordination, and documentation.
• Proactively manage workload and role responsibilities in order to meet deadlines and stakeholder expectations; adjust program details throughout the proposal phase to ensure alignment of scope, budget, and logistics.
• Support Design & Development with operational inputs including diagrams, vendor reconciliation, and vendor payment facilitation via Ramp for Site Inspections.
• Attend and contribute to turnover meetings with the Event Management and Sales teams to ensure seamless handoffs and clear program documentation.
• Position requires flexibility to work late hours and weekends as needed to meet deadlines and ensure timely project completion.

Administrative and Financial Responsibilities

• Ensure accurate input of pricing and vendor documentation within internal tools such as ECS and proposal templates.
• Support vendor payment processing during site inspection planning using Ramp and follow company procedures for deposits, reconciliations, and Ramp expense tracking.
• Adhere to all internal financial and accounting guidelines, including documentation of vendor quotes, invoice records, and margin compliance.
• Manage individual tasks and timelines with oversight, while maintaining clear communication and meeting internal service deadlines.
• Participate in turnover and operational handoff processes to ensure accurate and complete program documentation for execution teams.
• Attend networking and industry events, based on deadlines and availability. Subject to change based on destination alignment.

Vendor and Tariff Management

• Research, evaluate, and communicate with vendors to obtain accurate and cost-effective quotes that meet program requirements.
• Maintain organized vendor tariff folders, ensuring pricing and service descriptions are up-to-date, clearly labeled, and stored per internal standards.
• Update tariff by way of archiving newly developed services (décor, teambuilding, activities, entertainment, etc.) into the company tariff library for future use and executing tariff projects, including formatting, auditing, and the enhancement of category offerings, in alignment with departmental direction.
• Support ECS inventory maintenance and accuracy as directed by management.
• Build and sustain strong vendor relationships to ensure reliable service, pricing transparency, and innovative offerings.

Sales and Marketing Collaboration

• Assist Sales and Design & Development in aligning proposal content with client expectations, destination opportunities, and pricing parameters.
• Support familiarization tours, hotelier events, and other sales-related activations with on-site presence as needed.
• Collaborate with Marketing to contribute destination-specific content, photos, and service descriptions for client-facing materials such as Weekenders, Area Guides, and…