Fulfillment, Promotion and Coordination Specialist

This is a fully remote position, open to applicants in Virginia.

📋 Description

• Oversee the comprehensive fulfillment process, encompassing product requirements, design specifications, approvals, printing, and distribution.

• Collaborate with fulfillment, outreach, warehouse, program, operations, and MODES teams throughout the entire fulfillment lifecycle.

• Manage monthly and quarterly updates for the Product Catalog Application and the Military OneSource website.

• Determine product requirements for future events and initiatives.

• Monitor inventory levels, coordinate reorders, and assist in fulfilling requests for newly introduced products.

• Maintain ongoing communication with warehouse staff regarding product availability and status updates.

• Document print files, warehouse conditions, website statuses, and promotional activities in the TAR application.

• Create agendas and organize bi-weekly stakeholder meetings.

• Track fulfillment activities, outstanding actions, approvals, and dependencies to ensure successful completion.

• Coordinate weekly, monthly, and quarterly updates for website promotions through a review, approval, and launch process.

• Ensure promotional materials are aligned with scheduled campaigns and initiatives.

• Monitor promotional activities, approvals, scheduled updates, and launch statuses.

• Ensure synchronization of product availability with website promotions.

• Provide daily project coordination and administrative support across various workstreams.

• Assist with document management, task submissions, action tracking, and status reporting.

• Organize, maintain, and update project files and related documentation.

• Track activities, dependencies, assigned actions, and project milestones alongside Operations Managers and cross-functional teams.

• Facilitate information flow and follow-up among program, operations, warehouse, and MODES stakeholders.

• Aid in meeting preparations, agenda creation, action-item tracking, and follow-up documentation.

• Communicate status updates, risks, or dependencies to relevant team members.

⛳️ Requirements

• Must possess an active Secret clearance, supported by a Tier 3 background investigation.

• High School Diploma or equivalent is required.

• 2–4 years of experience in project coordination, operations support, fulfillment, communications, marketing support, or a similar environment.

• Proven experience in coordinating activities across various teams and stakeholders.

• Experience in maintaining project documentation, schedules, trackers, and action items.

• Proficient in Microsoft Office applications including Word, Excel, PowerPoint, Outlook, and Teams.

• Ability to maintain detailed project documentation, trackers, calendars, and status updates.

• Experience working with project or task management systems.

• Ability to juggle multiple concurrent activities, deadlines, and stakeholder requirements.

• Strong organizational and project coordination capabilities.

• Excellent written and verbal communication skills.

• High attention to detail and the ability to maintain precise records.

• Capability to manage multiple priorities and deadlines simultaneously.

• Ability to coordinate effectively across technical, operational, program, and government stakeholder groups.

• Strong follow-through and ability to track activities from initiation to completion.

• Capacity to work effectively within structured approval and workflow processes.

• Professional customer-service orientation with the ability to communicate effectively with stakeholders at various levels.

🏝️ Benefits

• Medical, dental, and vision insurance.

• 401(k) retirement plan.

• Paid time off.

• Paid parental leave.

• Life and disability insurance.

• Flexible spending accounts.

• Commuter benefits.

• Tuition reimbursement.