Project Coordinator Lead- Program Accounts

Gear Up Sports • Hillsboro, OR

40d • $26 - $30 • Onsite

About The Position

The Project Coordinator Lead for our Program Accounts group is responsible for the end-to-end ownership of gearUP’s program accounts. This role includes coordination and moves into execution, risk mitigation, cross-functional leadership, and performance optimization. The Lead ensures alignment between Sales, Operations, Supply Chain, Finance, and Technology departments for seasonal and large-scale program demand. This individual is accountable for delivery performance, operational readiness, continuous improvement, and customer experience at scale. This is a high-visibility role requiring high-level communication, strong operational acumen, and the ability to lead through ambiguity during peak seasonal demand.

Requirements

• 5+ years experience with operations, order management, fulfillment, or supply chain.
• Direct hands-on experience with ERPs.
• Advanced Excel skills required (modeling, reconciliation, file validation).
• Experience uploading and managing bulk or program orders.
• Strong operational problem-solving ability.
• Experience interacting directly with customers in high-volume environments.
• Ability to work onsite and extended hours during peak season.
• BA/BS -or- 5+ years of relevant experience -or- some combination of education and experience equal to 5+ years

Nice To Haves

• Familiarity with apparel embellishment workflows (DTF, screen print, heat press) preferred.

Responsibilities

• Serve as primary contact for assigned program accounts.
• Communicate timelines, inventory availability, and order status.
• Intake customer files and validate formatting, sizing, personalization, and data integrity.
• Provide updates and manage expectations during peak demand.
• Upload bulk and program orders into Microsoft Dynamics.
• Validate item numbers, pricing, allocation logic, personalization data and ship-to accuracy.
• Create and manage sales orders, purchase orders, and inventory reservations.
• Troubleshoot order errors, workflow breakdowns, and integration issues.
• Ensure ERP data integrity.
• Validate and reconcile inventory availability prior to order release (both in ERP and physical and inbound supply).
• Coordinate with procurement and warehouse teams on shortages.
• Manage backorder and substitution decisions.
• Prevent downstream fulfillment disruptions through proactive analysis.
• Reconcile customer files against ERP data
• Build upload templates
• Analyze margin and pricing impacts
• Forecast seasonal demand
• Identify order discrepancies
• Leverage pivot tables, XLOOKUP, SUMIFS, Power Query, and advanced data validation.
• Diagnose root causes of missing personalization, allocation failures, incorrect pricing ,order upload errors, and inventory discrepancies
• Resolve issues before they reach fulfillment.
• Make independent decisions balancing speed, cost, and customer impact.
• Lead structured root cause analysis when systemic issues arise.
• Lead and mentor Program Accounts Coordinators.
• Review order uploads and high-risk programs before release.
• Establish quality-control checkpoints.
• Set execution standards and enforce data accuracy.
• Step in directly during high-volume periods to maintain throughput.

Benefits

• Paid Time Off (PTO) – 2 weeks (80 hours) per year for full time, accrued at the rate of .042 hours per one hour worked.
• Paid Holidays – New Year’s Day, Memorial Day, 4th of July, Labor Day, Thanksgiving, Day after Thanksgiving, and Christmas
• Healthcare Benefits – Effective the first of the month following the date of hire: o Health/Vision insurance through Regence BlueCross BlueShield o Dental insurance through Regence
• Life, Disability & Accident Insurance through MetLife – effective 1st of the month following date of hire: o Group Term Life insurance – company paid o Long Term Disability insurance – company paid o Voluntary additional life insurance for self & dependents o Voluntary Accident Insurance
• Flexible Spending Account Plan (FSA) – allowing pre-tax savings for Health and Dependent Care Expenses
• Health Savings Account Plan (HSA) - allowing pre-tax savings for Health expenses if participating in HDHP health insurance plan
• Employee Assistance Plan (EAP) – plan provided through Canopy
• 401(k) Plan – participation after three months of employment with employer-matching contribution

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1-10 employees