Project Coordinator Lead- Program Accounts

Rate: $26-30/hour

Company info:  gearUP’s mission is to outfit youth sports teams with customized gear – on time for game time!  We have simplified the hassle of outfitting youth sports teams with customized gear from the best brands. Our webstores are always open and product ships direct to athletes on time. GearUP has been one of the fastest growing companies in the Pacific Northwest since 2018, and we have so much opportunity ahead of us.  Now is a great time to join our team!

Position Summary: 

The Project Coordinator Lead for our Program Accounts group is responsible for the end-to-end ownership of gearUP’s program accounts. This role includes coordination and moves into execution, risk mitigation, cross-functional leadership, and performance optimization. The Lead ensures alignment between Sales, Operations, Supply Chain, Finance, and Technology departments for seasonal and large-scale program demand. This individual is accountable for delivery performance, operational readiness, continuous improvement, and customer experience at scale. This is a high-visibility role requiring high-level communication, strong operational acumen, and the ability to lead through ambiguity during peak seasonal demand. 

Responsibilities Include: 

Direct Customer Interaction & Order Intake 

• Serve as primary contact for assigned program accounts. 

• Communicate timelines, inventory availability, and order status. 

• Intake customer files and validate formatting, sizing, personalization, and data integrity. 

• Provide updates and manage expectations during peak demand. 

Order Execution & ERP Management: Upload bulk and program orders into Microsoft Dynamics. 

• Validate item numbers, pricing, allocation logic, personalization data and ship-to accuracy. 
• Create and manage sales orders, purchase orders, and inventory reservations. 

• Troubleshoot order errors, workflow breakdowns, and integration issues. 

• Ensure ERP data integrity.

Inventory Validation & Allocation Management 

• Validate and reconcile inventory availability prior to order release (both in ERP and physical and inbound supply).  
• Coordinate with procurement and warehouse teams on shortages. 

• Manage backorder and substitution decisions. 

• Prevent downstream fulfillment disruptions through proactive analysis. 

Advanced Excel & Operational Analysis 

Use advanced Excel to: 

• Reconcile customer files against ERP data 

• Build upload templates 

• Analyze margin and pricing impacts 

• Forecast seasonal demand 

• Identify order discrepancies 

• Leverage pivot tables, XLOOKUP, SUMIFS, Power Query, and advanced data validation. 

Problem Solving & Issue Resolution 

• Diagnose root causes of missing personalization, allocation failures, incorrect pricing ,order upload errors, and inventory discrepancies 

• Resolve issues before they reach fulfillment. 

• Make independent decisions balancing speed, cost, and customer impact. 

• Lead structured root cause analysis when systemic issues arise. 

Team Leadership & Accountability 

• Lead and mentor Program Accounts Coordinators. 

• Review order uploads and high-risk programs before release. 

• Establish quality-control checkpoints. 

• Set execution standards and enforce data accuracy. 

• Step in directly during high-volume periods to maintain throughput. 

Requirements

Required Qualifications 

• 5+ years experience with operations, order management, fulfillment, or supply chain. 

• Direct hands-on experience with ERPs. 

• Advanced Excel skills required (modeling, reconciliation, file validation). 

• Experience uploading and managing bulk or program orders. 

• Strong operational problem-solving ability. 

• Experience interacting directly with customers in high-volume environments. 

• Ability to work onsite and extended hours during peak season. 

Technical Knowledge 

• Familiarity with apparel embellishment workflows (DTF, screen print, heat press) preferred. 

Education 

• BA/BS -or- 5+ years of relevant experience -or- some combination of education and experience equal to 5+ years

Physical Requirements: 

• Prolonged periods sitting at a desk and working on a computer. 

• Viewing computer screens for extended periods. 

• Talking, listening, and typing for extended periods. 

• Occasional travel to partner facilities as needed. 

Benefits

Gear Up Sports provides the following employee benefits:

·         Paid Time Off (PTO) – 2 weeks (80 hours) per year for full time, accrued at the rate of

.042 hours per one hour worked.

·         Paid Holidays – New Year’s Day, Memorial Day, 4th of July, Labor Day, Thanksgiving, Day after Thanksgiving, and Christmas

·         Healthcare Benefits – Effective the first of the month following the date of hire:

o   Health/Vision insurance through Regence BlueCross BlueShield

o   Dental insurance through Regence

·         Life, Disability & Accident Insurance through MetLife – effective 1st of the month following date of hire:

o   Group Term Life insurance – company paid

o   Long Term Disability insurance – company paid

o   Voluntary additional life insurance for self & dependents

o   Voluntary Accident Insurance

·         Flexible Spending Account Plan (FSA) – allowing pre-tax savings for Health and Dependent Care Expenses

·         Health Savings Account Plan (HSA) - allowing pre-tax savings for Health expenses if participating in HDHP health insurance plan

·         Employee Assistance Plan (EAP) – plan provided through Canopy

·         401(k) Plan – participation after three months of employment with employer-matching contribution