Production Coordinator

About Magellan Promotions

At Magellan Promotions, we use our deep expertise in branded merch to help higher education institutions solve challenges and create influential experiences. Whether it’s encouraging prospective students to take the next step, sparking alumni pride, or celebrating key milestones, we craft solutions that make moments memorable. We believe in the power of branded merch to do more than just promote. We help our clients influence, inspire, and connect. Headquartered just outside Milwaukee in West Allis, Wisconsin, Magellan Promotions has been a trusted partner to more than 500 colleges and universities nationwide since 2005. We’re a proud four-time recipient of the Milwaukee Future 50 Award and are ranked in the top 3% of distributors in the $25B+ promotional products industry. We offer a wide suite of services to help bring our clients’ ideas to life under one roof. These include graphic design, project coordination, fulfillment, mailing, and strategic campaign planning.

What Sets Us Apart Within Our Industry

Here’s what makes Magellan Promotions uniquely positioned to support colleges and universities through branded merch: Agency approach – Positioning ourselves as partners through our expertise and world-class service. This is lived out by sharing our knowledge, being responsive, seeking insights, anticipating client needs, and proactively recommending solutions. Collegiate expertise – Knowledge gained through working with hundreds of colleges over the last 20 years. This is enhanced by our staff’s on-campus experience, proprietary research and ongoing professional development. Mailings and Services – We offer services that add capacity to help our clients successfully engage students and donors through merch solutions. These services include kitting, mailing, graphic design, online stores, and CRM integration.

What It’s Like to Work Here

At Magellan Promotions, we’re guided by our core values: Expertise, Partnerships, Innovation, and Courageous. We’re a people-first workplace that values connection, impact, and having fun along the way. From our culture teams to our commitment to work-life balance (including our 4 day week), we believe that how we cultivate a strong team matters just as much as the products and services we produce.

Production Coordinator Position Description

The Production Coordinator (PC) is responsible for managing all elements of projects once they move into production and problem solving issues that arrive. Working closely with the Account Manager (AM) and Client Strategist (CS), they coordinate with production partners, track project progress, and ensure all project details are handled accurately and efficiently. In addition, they take the lead on exact reorder projects. Production Coordinators focus on production execution and logistics, allowing the Account Manager and Client Strategist to focus on client communication and strategic project leadership. The main activities of the Production Coordinator include:
  1. Lead production management on projects in the team’s territory. The activities to manage production include:
    • The PC communicates with production partners to ensure that all orders are entered accurately and scheduled for on time delivery.
    • The PC communicates with clients about tracking info and will answer any questions that come up after projects are sent to our partners.
    • The PC completes a daily production report to ensure that all aspects of each project are accounted for.
    • If there are any issues with production, the Production Coordinator is the main point of contact, working to resolve the issues as quickly and efficiently as possible.
  2. Send assigned client project follow ups.
    • The PC follows up with the client with the goal of getting confirmation to move the project into production. These follow ups are all done through the Commonsku platform and template.
    • The PC handles reorders from beginning stages (quoting) through completion of project.
      • The PC takes the lead for the entire order, from confirming pricing, inventory and artwork through any applicable licensing submissions and order delivery.
      • The PC handles all client communication for these orders
    • The PC works with clients to have the production artwork approved for projects as needed.
  3. Provide world-class service to our clients.This is done through:
    • Being responsive, helpful and on point.
    • Helping clients with any post-delivery issues, which can include invoicing questions, product quality concerns and more.
  4. Support AM on assigned tasks
    • This role may assist in requesting pricing and working through other needed details with production partners.

How Success is Measured

Success in this role is measured in a number of ways, including responding to external and internal requests in under 24 hours and successfully completing all tasks and the production report daily.

How the Roles Interact

Client Strategists generate opportunities, Account Managers lead client relationships and projects, and Production Coordinators execute production and operational details to bring projects to completion.

Training

If selected for the role, there is a thorough on-boarding process designed to provide a firm understanding of the business, including key priorities and their importance. This background helps clarify how daily work supports fellow teammates, clients, and the overall business. In addition, the role includes an intensive training period to help learn the role before working directly on projects. Ongoing support is provided to ensure success from day one.

Team Interaction

This position reports to the Senior Director of Accounts. The role involves consistent coordination with other team members to collaborate and help solve problems. Responsibilities include working with members of the entire Magellan Promotions team on various other company-wide projects. Building a strong team culture at Magellan Promotions is a core priority. Emphasis is placed on building a strong team atmosphere focused on caring for each other, clients and the surrounding community. Learn more about the efforts taken to achieve this incredible culture by visiting the Team Culture page!

Professional Development

To continually develop skills and knowledge, the PC role is expected to:
    • Take advantage of training and development opportunities to use the CRM to its fullest capability.
    • Expand knowledge of the branded merch industry.
    • Implement Magellan’s core values into daily work.

Qualifications

While Magellan is open to a wide variety of experiences and backgrounds, preferred candidates will have the below experiences, qualifications and skill sets:
    • 2 – 6 years of experience in a similar client service role in a business to business environment.
    • Possess strong written communication in a professional and clear manner.
    • Demonstrated strong problem-solving skills.
    • Strong attention to detail.
    • Thrives in a fast-paced environment.
    • Proven ability to manage and prioritize multiple projects, stay organized and adjust to shifting responsibilities.
    • Works well autonomously and with teams.

Compensation & Benefits

This is a full-time non-exempt position with a starting salary in the $50K to $58K range depending on experience. The role also includes a potential quarterly growth incentive bonus. Magellan Promotions currently operates under a four day work week. What this means is that typically this position works 8-9 hours Monday through Thursday and has Fridays as a catch up or non-work day. The benefits at Magellan Promotions are set up with the employee in mind. We have generous paid time off, a hybrid office environment (one day in the office every other week), flexible work hours, health insurance (including dental and vision), 90 days paid parental leave, 5% matching 401K retirement plan, tuition and gym membership reimbursement, daycare subsidy, numerous paid holidays and more. We are constantly tweaking and improving our benefit offerings to improve the employee experience.

How to Apply

Email your resume and cover letter to jobs@magellanpromotions.freedomroolz.com with the subject heading “Production Coordinator – MP.” We look forward to hearing your interest in joining our team! This position is a hybrid role, working remote and in person at our office in West Allis, Wisconsin.

Variable Data Best Practices

  • At the quoting stage of your project, please let us know how many fields of variable data your piece will have as this can affect pricing.
  • Data should be provided to us as an Excel spreadsheet with only the applicable data included.
  • Verbiage for variable data fields on artwork file should match up exactly with data fields on spreadsheet.
  • Spacing on artwork must allow for longest data entries. We recommend that your designer tests this in advance to confirm that the fields in the design can fit your longest pieces of data.

Postage Permits

We are happy to mail using a client’s USPS non-profit number. Here are a few best practices for this to go smoothly. Let our team know up front on the project so we can make sure to get the information we need right away. 

While our mail house does prefer to use their permit number for the mailing, we can use the client’s permit, If using their permit number, ensure there is enough postage to cover the mailing.

The information we need to in order to use a client’s nonprofit number includes the following:

  • CRID (customer registration ID)
  • Non-Profit Authorization Number (with USPS, not their nonprofit number for the university)
  • Non-profit indicia
  • Return address that is on file with USPS for the non-profit authorization number
  • Permit number

Formatting the Mailing List

Our account team will advise on specific requirements for your project’s mailing list.  We generally recommend these best practices to format the mailing list:
  • Send your data in a spreadsheet, saving it in the comma-separated values (CSV) format
  • International addresses must be separated from domestic addresses
  • Domestic addresses should at least contain data fields for “first name”, “last name”, “address 1”, “address 2”, “city”, “state” and “ZIP code”