Corporate Gifting Coordinator

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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, Ship Station, Zest, or Aircall preferred.
• Experience with shipping and freight logistics software is a plus.