Operations Coordinator; Marketing, Sales, & Creative

Company Description

Charles Products Inc. is a global leader in providing custom-designed gifts and souvenirs to clients worldwide. With over 70 years of expertise, the company offers the largest selection of high-quality, personalized souvenirs in the industry. Known for its dedication to clients, Charles Products excels in design innovation, sourcing, manufacturing, and managing logistics for souvenir, gift, and promotional products.

Job Summary:

This Operations Coordinator role acts as a support to the Operations Manager of Marketing, Sales, and Creative. This is a key position responsible for executing and supporting tasks related to industry tradeshows planning, handling incoming samples, customer visits to our showroom, and marketing deliverables (email, social media, and print). They will also assist with sales & art operational reporting needs, team travel, and keep tabs on special projects for the sales & art team to ensure elements are delivered on time and up to standard.

Success in this role requires exceptional organization & time-management skills, strong oral and written communication skills, attention to detail, and consistent follow-through. The ideal candidate will demonstrate adaptability, strong teamwork, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities:

Trade Shows

Access exhibitor portals to acquire documentation, place tradeshow orders for our booths, and upload necessary documentation.

Own the tradeshow logistics including freight, vendor communication, and ordering of on?site materials

Prepare and organize internal tradeshow folders, and documents for the sales team

Track and maintain visibility of tradeshow-related expenses

Samples

Order and receive new product samples being the facilitator/sales coordinator for all

Maintain clear distribution plans for incoming samples across multiple channels including booths, showrooms, and the internal team.

Marketing

Schedule and publish digital marketing campaigns across multiple channels

Perform regular mailing list updates and cleanup throughout the year, including accurate tagging and segmentation of subscriber list.

On-site Customer visit coordination

Support customers site visit as needed including welcome bag, welcome signage, and internal notifications.

Handle customer travel, lodging, and meals as required.

Maintain inventory of refreshments in specified meeting spaces.

Operations Reporting

Provide daily and weekly snapshots of Creative Departments reports

Review upcoming sales appointments and report needed priorities to Ops Manager

Pull, clean, and organize data related to marketing campaigns in excel across multiple channels.

Support ad-hoc sales reporting needs

Other

Act as back-up Art Traffic and back-up Sales Support

Assist with Showroom Remerchandising

Requirements:

Bachelors degree in marketing, business admin, or a related field or equivalent experience.

• Proficient with Microsoft suite (Excel, Outlook, Word, Teams) SharePoint, and OneDrive