Promotional Product Coordinator

**Schedule**
Monday - Friday 8:30-4:30, some evening and weekends

**Education Level**
2 year College Diploma

**Career Level**
3 Years of relevant experience

**General Description**
Responsible for promoting and enhancing the McMaster University identity through the marketing of
branded merchandise. Ensures that promotional products distributed by various departments, groups
and clubs adhere to the guidelines set by the University and provides competitive pricing, product
quality and the highest level of customer service. Oversees the fulfillment of orders placed
through the Campus Store web site.

**Representative Duties & Responsibilities**
- Generate quotes based on departmental pricing guidelines and buyer’s negotiated costs.
- Foster new connections within the targeted customer base community and strengthen current

partnerships to increase store sales while cultivating new sales opportunities for other retail
locations on campus.
- Promote and market bulk orders to the University community and external customers in

coordination with appropriate marketing staff.
- Initiate, enter, and approve purchase orders and reorders into the inventory management system

ensuring accuracy and in accordance with department and University purchasing policies and that
adequate inventory levels are maintained.
- Obtain necessary purchase order approvals when purchase authorization limit has been

exceeded.
- Correspond with vendors to place orders, facilitate artwork creation and approvals, and ensure

timely delivery of goods.
- Review, approve and finalize negotiated prices, terms and conditions with vendors.
- Negotiate price, terms, and delivery with vendors.
- Coordinate and oversee the selection of merchandise including vendor and product

selection.
- Coordinate all price changes on purchased products.
- Coordinate on-site and off-site displays and sales events.
- Review processes and policies, and recommend changes that will improve accuracy, decrease order

turn around time, provide potential for cost savings and increase overall customer satisfaction.
- Assist in creating business plans for the department by providing input into forecasting sales

and budgets, write-offs, and discounts.
- Oversee the order fulfillment process including order input, administration, and

shipping.
- Develop forms and templates to assist in processing online orders.
- Liaise with buyers regarding online product issues.
- Communicate, interact, and collaborate with other areas of the department to expedite order

fulfillment and resolve fulfillment issues.
- Relay feedback and make recommendations for improvement to website functionality and back end

order processing software to appropriate staff.
- Review and suggest changes to the website procedure and training manual.
- Document and communicate customer complaints to management.
- Assign work tasks to staff, ensuring they are shown appropriate methods and procedures.
- Conduct analysis of margins, in stock position, of merchandise.
- Ensure timely delivery, accurate pricing information, and maintenance of data information

associated with the products being purchased and resold.
- Ensure that all data, files, purchase orders, invoices, and supporting documentation are

current, accurate and understandable for use by other staff to aid in the process of receiving,
invoicing, and merchandising.
- Create and maintain a variety of documents including, but not limited to, correspondence,

procedure documents, and training manuals.
- Correspond with and explain procedures to customers.
- Collaborate with colleagues to create promotional material.
- Work with colleagues to realize available marketing funds and rebates available from

suppliers.
- Monitor the receiving, transferring, and in stock position of all general merchandise products

throughout the sales cycle.
- Meet or exceed budgeted sales targets.
- Demonstrate an in-depth knowledge of store policies and effectively communicate and enforce

these policies.
- Complete various calculations pertaining to taxes, rebates, quotes, and discounts.
- Communicate necessary staffing requirements to schedulers.
- Ensure that all promotional product credits and adjustments are submitted to the accounts

department.
- Remain current with new product lines and make purchases that satisfy the changing market, while

maintaining return on investment by continually exploring new and emerging product offerings.
- Attend trade shows and industry events as required.
- Update and maintain information in a variety of systems including, but not limited to, the

inventory management and point of sale system.
- Ensure the proper opening and closing of the store on a rotational basis following established

departmental policies and procedures.
- Run system reports and conduct manual inventory counts of merchandise ensuring the physical

inventory matches the reports.
- Prepare merchandise for inventory and perform inventory tasks.
- Perform ca