Branded Merchandise Operations Coordinator

About Phase 3 Marketing & Communications:
Founded in 2001, Phase 3 is an integrated marketing services firm, simplifying the way brands connect with their customers. A commitment to ideation to execution means Phase 3 offers everything from creative, digital, marketing and public relations to small- and large-format digital, and offset printing. We manage the picture of projects – start-to-finish, arm-in-arm – like no other partner. With locations across the eastern United States, including Atlanta, Charlotte, Dallas, Nashville and Fairfield - New Jersey, our reach and efficiencies enable our team to creatively and effectively solve clients’ biggest marketing challenges, together. 
Phase 3 is recognized annually as a top 10 marketing services firm by the Atlanta Business Chronicle and as a top 15 marketing services firm by the Charlotte Business Journal and Nashville Business Journal. The company has been ranked among the flagship Printing Impressions 400 annually since 2011, and additional accolades include Atlanta Business Chronicle’s 2015 Pacesetter Award, placement on the 2017 Inc. 5000 List for Fasted Growing Private Companies, and recognition as one of Charlotte’s Best Places to Work.  

Job Description: The Branded Merchandise Operations Coordinator is an entry-level operations-focused role responsible for overseeing the execution, documentation, and workflow of branded merchandise programs from order setup through final billing. This position plays a critical role in ensuring operational accuracy, financial reconciliation, and cross-functional efficiency across Sales, Customer Experience Team (CET), Production, and vendor partners. This role is ideal for a highly organized, detail-driven professional who thrives in structured processes, enjoys optimizing workflows, and takes ownership of operational accuracy and follow-through. While the role supports elements of creative execution, its primary focus is operational coordination, financial accuracy, and project management oversight, with some product ideation or creative sourcing. This is an on-site position located at our headquarters near Truist Park in Northwest Atlanta, GA. Key Responsibilities:

Operations & Project Management

• Manage branded merchandise projects from an operational perspective, ensuring accuracy, compliance, and timely execution across all phases of the program
• Provide project management oversight for operational milestones, including renderings, mockups, and sew-outs for programmatic or fulfillment-based merchandise sites (when applicable)
• Monitor timelines, approvals, and dependencies to ensure smooth handoffs between Sales, Medialink Implementation Team, CET, Production, and vendors

Purchasing & Financial Administration

• Create and process purchase orders (POs) in alignment with internal controls and vendor agreements
• Perform credit card reconciliation and ensure all transactions are accurately documented each month
• Update final billing costs and financial details within our internal operating system to support accurate client invoicing and reporting
• Maintain complete and accurate order records, reconciliations, and supporting documentation to close banded merchandise jobs each month in our ERP system

Workflow Optimization & Cross-Functional Project Management Coordination

• Provide administrative and operational support to ensure deadlines are met and programs run smoothly
• Support internal teams with status updates, documentation, and problem-solving related to merchandise operations
• Serve as an operational liaison to improve communication, reduce friction, and ensure clarity across teams
• Support adherence to standardized processes while contributing ideas for continuous improvement

Vendor Management

• Research promotional products and vendors to identify cost-effective, creative, and high-quality solutions
• Prepare client quotes, estimates, and pricing requests with a high level of accuracy and attention to detail
• Coordinate with vendors to manage order execution, timelines, and issue resolution
• Maintain strong vendor relationships to support reliable production, quality control, and operational consistency
• Ensure vendor deliverables align with approved specifications, timelines, and costs

Skills & Attributes

• Strong operational, administrative, and project coordination skills
• Expert-level attention to detail, particularly in financial accuracy and documentation
• Highly organized with the ability to manage multiple workflows simultaneously
• Comfortable working in a deadline-driven, process-oriented environment
• Clear and professional written and verbal communication skills
• Collaborative, service-minded approach with cross-functional partners
• Process-oriented mindset with a continuous improvement focus

Job Requirements

• Minimum 4-year college degree

• 0–2 years of experience in operations, administration, project coordination, or customer service
• Working knowledge of PC-based systems and Microsoft Office (Excel proficiency preferred)
• Demonstrated ability to manage documentation, reconciliation, and operational workflows with accuracy

Phase 3 Marketing and Communications provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.