Program Coordinator I

Blueprint Studios•South San Francisco, CA

53d

About The Position

At Blueprint Studios, we believe that the key to our success is our employees. Our team is made up of passionate designers, craftspeople and professionals who share our core values of vision, innovation, excellence, and integrity. We seek people who can think the big ideas and deliver upon the small details. If you are creative, adaptive, and talented, then you might have found a home with us! JOB SUMMARY: The Program Coordinator I provides direct administrative support to one or multiple Account Manager(s) or Director(s) This role serves as the liaison between Sales and multiple departments within the organization by effectively communicating deliverables, providing updates and supporting documentation in relation to events. This role may support one to multiple sales representatives.

Requirements

GED or High School Diploma required
Fully business software literate (MS-Office Suite)
Must be able to manage multiple concurrent tasks and priorities with accuracy
Must have exceptional organizational skills
Possesses exemplary written and verbal communication skills
2 years with previous administrative coordinator experience (related experience preferred)

Nice To Haves

AA or BS Degree highly preferred

Responsibilities

Serves as the administrative liaison between operations and sales
Acts as the client contact as instructed
Coordinates and schedules the calendar of their assigned sales representative(s)
Possesses comprehensive knowledge of company inventory and pricing
Maintains maximum proficiency in the company rental software and the client database management system
Manages event order life cycle (contract creation, distribution, revisions, client communication, invoicing, etc.)
Coordinates and communicates with the Showroom Coordinator to schedule requested client showrooms
Works in close conjunction with all Operational Departments to ensure event success
Creates, revises and distributes written client contracts both externally and internally
Maintains standardized client files
Coordinates sub-rentals with approved vendors
Proactively resolves inventory conflicts as needed
Reviews and approves quality control discrepancies as requested
Responsible for client invoicing and collecting payments in accordance with company policies and procedures
Maintains consistent post-event follow-up including “Thank You” cards and gifts
Actively participates in production meetings providing clarification to upcoming events
Maintains comprehensive knowledge of event process flow (Order Stages)
Proactively prevents errors and solves problems in all areas of responsibility
Displays a high degree of confidentiality, professionalism, and emotional maturity at all times
Leads on site event installations, strikes, venue walk-throughs, and showrooms as needed
Assists with special projects as directed
Assists with one or more sales representatives.
Other duties as assigned