First Book is temporarily working remotely until at least December 31, 2020 due to Covid-19.

About the position: The Coordinator, Special Orders will effectively employ exemplary project management, customer service, flexibility, and product knowledge to actively contribute to growing revenue from special orders. The Coordinator will work closely with the Manager and Senior Director of the team to plan, execute, and track high-touch special order projects.

Essential Duties and Responsibilities: To successfully perform the job of Coordinator, Special Orders, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:

·      Plan, execute, and track multiple high-touch special order projects concurrently, using web-based systems and data management tools to maximize both customer experience, cost, and efficiency.

·      Evaluate and respond to inquiries and project proposals for new special orders.

·      Develop and execute special order projects from conception to completion, collaborating with staff and external stakeholders/members/partners.

·      Research product availability, curate titles for projects based on the unique needs and budget constraints of the partner organization, and prepare quotes.

·      Work with publishers and other vendors to procure books and nonbook resources on behalf of stakeholders/members/partners.

·      Maintain a high level of knowledge of children’s literature and be able to suggest appropriate books to partners during meetings, phone calls, or conversations with internal staff and external partners.

·      Maintain knowledge of order placement processes, inventory management processes, and shipping and fulfillment processes for all partner warehouses.

·      Coordinate detailed logistics (shipping, warehousing, storage, and inventory management) with inventory-supplier partners, warehouse fulfillment partners, drop-ship supplier partners, shipping/freight companies, and members nationwide to ensure a positive delivery experience for stakeholders/members/partners.

·      Assess, manage, and mitigate risks by reporting on and analyzing order data as part of large data projects managed through Microsoft Excel, Magento, and Salesforce.

·      Track and report key functional metrics to the Director to reduce expenses and improve effectiveness.

·      Work with the Director to determine performance indicators and lay out yearly planning to achieve them.

·      Identify new sales leads to the team’s Manager for outreach and project proposals by providing the data and analysis required to conduct outbound marketing campaigns.

·      Develop and maintain new training materials, including SOPs, and informational reference documents for Special Order team staff, as well as other First Book staff, as needed. This includes writing and updating the Special Order team’s Standard Operating Procedure documentation.

·      Brainstorm and execute on improvements/enhancements to the Project Management process that result in greater efficiency or cost saved.

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