JOB SUMMARY:

Overall Summary of Function

The Senior Program Coordinator provides direct administrative support to their assigned Creative Account Director(s). This is an elevated program coordination role with enhanced responsibilities, assisting with large events and complex programs. This is a role that serves as the liaison between Sales and multiple departments within the organization by effectively communicating deliverables, providing program updates and supporting documentation in relation to events. This position requires multiple years of experience as you are responsible for the administrative implementation and operational oversight of various events assigned to you. This position provides the opportunity to advance to the next level in sales through exposure with client management, individual revenue generation, and management of selected Blueprint Studios’ house accounts. 

ESSENTIAL JOB FUNCTIONS:

At Minimum Duties & Responsibilities

• Possesses a full understanding of Blueprint Studios inventory and pricing, products and services

• 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, schedules and communicates client requested 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

• Reviews product discrepancies and submissions for transfer approvals 

• 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

• Strategically utilizes our industry partner relationships and sub-vendor relationships as needed

• Becomes proficient in the usage of our internal rental software and database management systems

• Becomes familiar with internal operational processes and procedures, partners with operations counterparts for event success

• Maintains and grows selected Blueprint Studios house accounts 

• Generates quotes for aforementioned clients, with the ultimate goal of converting them to paid orders

• Responds to all leads and inquiries in a timely manner (no later than 4hrs)

• Ensures the growth of Blueprint Studios’ Established Client Accounts through superior customer service

• Trains and become proficient in the usage of our customer relationship management systems (CRM)

• Maintains a dialogue with your clients that provide information for event post-mortem

• 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 in miscellaneous company administrative duties as a standard part of your daily and weekly responsibilities

• Assists with special projects as directed 

• Other ad-hoc duties as assigned

PHYSICAL REQUIREMENTS:

Work Environment/ Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to ensure individuals with disabilities perform the crucial functions. While performing the duties of this job, the employee is frequently required to sit, talk and hear.

• The employee is required to stand, walk, and use hands to handle, feel, reach with hands and arms, stoop, kneel, crouch, climb or crawl.

• The employee may need to lift and/or move up to 25 pounds

• Specific vision abilities required by this job include close vision

• The noise level in the work environment is usually moderate to heavy

• The temperature will vary from hot to cold depending on the weather

QUALIFICATIONS:

At Minimum Training, Education & Experience

• GED or High School Diploma required

• AA or BS Degree highly preferred

• 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

• Minimum 18 months experience as a Program Coordinator at Blueprint Studios

• 3 years with previous administrative coordinator experience (related experience preferred)

EQUAL OPPORTUNITY STATEMENT:

Blueprint Studios provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. Blueprint Studios expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.