Product Coordinator

About Mary Square

Mary Square is a women-owned lifestyle and apparel brand inspiring women to live their yes. We offer meaningful gifts, statement jewelry, and apparel designed to uplift and connect. With bold original artwork and a passion for quality, we proudly serve over 4,000 boutiques across the U.S. As we continue to grow, we’re seeking a talented and detail-oriented Technical Designer to join our creative team and help bring our seasonal collections to life.

Overview

The Product Coordinator supports the Product Development team in executing the seasonal product development process for our Gift & Jewelry Divisions. This role assists with sample development, factory communication related to sampling, development documentation, and product approvals to ensure each collection moves smoothly from concept through production completion.

The Product Coordinator works closely with Design, Planning, Production, and factories to keep development and production on schedule, maintain accurate product information, and follow products through each stage of the production process.

Key Responsibilities:  

Product Development & Production  

• Support the Product Manager in executing seasonal development based on target SKU counts provided by Planning. 
• Assist with sending specs and/or tech packs to factories for quoting and sampling. 
• Coordinate sample development and track progress to ensure timelines are met.
• Track assigned products through development and production, following up on milestones, outstanding requirements, and deadlines through shipping.
• Take ownership of assigned tasks from start to finish, ensuring all details are addressed, deadlines are met, and outstanding items are followed through to completion.
• Verify that product details, specifications, costs, packaging, and other product information reflect approved decisions before information is shared with internal teams or factories.

Factory Communication & Sample Management  

• Communicate with factories regarding sample requests, development timelines, sample revisions, and outstanding information.
• Track sample status and proactively follow up with factories to maintain progress and flag potential delays.
• Coordinate development feedback and revisions with the Product Manager and Design team, and support sample review and approval processes.
• Maintain communication with factories on production progress, outstanding issues, and shipping timelines, escalating potential delays or concerns as needed.

Documentation, Data Accuracy & Cross Functional Coordination

• Create and maintain Development WIP documents, ensuring development stages, status updates, and key decisions are documented and communicated internally.
• Build, maintain, and thoroughly proof product data and files, including production files, prepack files, product specifications, catalogs, and line sheets. Ensure information is complete, accurate, and consistent across files and systems.
• Demonstrate proficiency in Excel and the ability to accurately manage, organize, and validate large amounts of product data.
• Take initiative to identify potential issues, follow up on outstanding items, resolve problems within the scope of the role, and communicate proactively when support or decisions are needed.
• Partner with Design, Planning, and Production to ensure product information is accurate and complete and that requirements are communicated throughout development, production, and shipping.
• Identify discrepancies or missing information, investigate issues, and follow through on corrections to help prevent errors or delays.

Key Measures of Success

• Data Accuracy & Attention to Detail: Product data, production files, prepack files, specifications, catalogs, and line sheets are accurate, complete, and consistent. Errors are identified and corrected before they create downstream issues.
• Organization & Follow Through : Development documentation, sample status, and production updates are organized and current. Assigned tasks are managed through completion without repeated reminders.
• Timeline Management : Samples, revisions, approvals, production milestones, and shipping timelines are tracked and followed up on. Potential delays are identified and communicated early.
• Production Follow Through : Purchase Orders are tracked through production completion, outstanding issues are addressed, and purchase orders are accurately marked as shipped once shipment is confirmed.
• Factory & Team Communication : Factories and internal teams receive clear, timely communication. Outstanding requests, issues, and missing information are followed up on proactively.
• Initiative & Problem Solving : Identifies potential issues, anticipates next steps, takes appropriate action, and communicates challenges with relevant details and recommended solutions.
• Product Development & Production Execution : Supports the seasonal development process effectively and maintains visibility into assigned products and milestones, following products through production and shipping.
• Cross Functional Coordination : Keeps Design, Planning, Production, and factories aligned on accurate product information, requirements, and timelines throughout the process.