Visual Merchandising Coordinator

FULL TIME

REMOTE

Position: Visual Merchandising Coordinator

Working Hours: M-F PST

Scope of the Role

Our client is looking for a highly organised, detail-oriented Visual Merchandising Coordinator to support the Visual Merchandising Manager and Sales team in executing in-store display programmes across major retail partners. This role is responsible for maintaining accurate product information, reviewing artwork, tracking project milestones, coordinating vendor samples and purchase orders, and supporting shipping and logistics.

The ideal candidate is proactive, comfortable managing multiple moving parts, and able to identify discrepancies or potential delays before they become problems. This person will work cross-functionally with Product Development, Production, Creative, Logistics, Warehouse, and external retail partners and vendors to ensure every display programme is accurate, delivered on time, and aligned with retailer requirements.

Duties and responsibilities

Product Information & SKU Auditing: Audit product lists, SKUs, quantities, and product details for accuracy and completeness. Identify discrepancies and ensure product records remain up to date before files are finalised or submitted to retailers.

Artwork Review & Proofreading: Review display and packaging artwork for typos, incorrect product information, and copy errors. Cross-check artwork against approved product details and retailer guidelines, escalating issues to the Visual Merchandising Manager.

Project Timeline Management: Maintain trackers for multiple display programmes, monitoring artwork approvals, production milestones, sample deliveries, distribution centre deadlines, and in-store dates. Send proactive reminders and flag risks early.

Vendor & Sample Coordination: Place sample orders according to programme requirements and coordinate with Samples and Product Development teams to ensure samples are prepared and shipped on schedule. Communicate timelines and requirements to vendors and internal stakeholders.

Purchase Order Support: Assist with processing retailer purchase orders, verifying quantities against display allocations and multi-distribution-centre shipment requirements.

Shipping & Logistics Coordination: Support the coordination of empty and filled display shipments to retailer distribution centres, including partners such as Target and Ulta. Review retailer shipping guidelines and communicate specific requirements to Warehouse and Logistics teams.

Vendor & Stakeholder Communication: Act as a liaison between external display vendors and internal teams, ensuring information is communicated clearly and issues are resolved efficiently.

Process Improvement: Identify opportunities to improve tracking, communication, and coordination processes while adapting to changing project requirements and retailer needs.

Requirements

Previous experience in visual merchandising coordination, retail operations, project coordination, or a related administrative role.

Exceptional attention to detail and accuracy when reviewing product data, SKUs, quantities, and artwork.

Strong organisational and time-management skills, with the ability to manage multiple programmes and deadlines simultaneously.

Experience maintaining project trackers and monitoring milestones.

Excellent written and verbal communication skills, with confidence coordinating across internal teams and external vendors.

A proactive approach to problem-solving, with the ability to identify discrepancies, anticipate risks, and escalate issues appropriately.

Experience coordinating samples, purchase orders, production schedules, or shipping logistics.

Proficiency in Excel or Google Sheets and confidence learning new systems.

Ability to adapt to shifting priorities and take ownership of tasks from start to finish.

A collaborative mindset, strong sense of accountability, and willingness to support the team wherever needed.

What Success Looks Like

First 30 Days: Learn core systems, shadow the Visual Merchandising Manager, begin auditing product lists and SKUs with guidance, and build relationships with cross-functional teams and vendors.

First 60 Days: Independently audit product lists, validate SKUs, proof artwork across multiple programmes, place sample orders, support PO processing, and maintain project logistics milestones.

First 90 Days: Own product information accuracy and project tracking across display programmes, proactively identify timeline risks, oversee vendor sample coordination, and serve as a key liaison between internal teams and external vendors.

Skills

Previous experience in visual merchandising coordination, retail operations, project coordination, or a related administrative role with exceptional attention to detail for product data and SKUs, strong organisational and time-management skills to manage multiple programmes and deadlines, and experience maintaining project trackers and monitoring milestones.