VM Coordinator

The Viual Merchandising Coordinator will play a pivotal role in supporting and managing the visual merchandising operations. The Visual Merchandising Coordinator will oversee the end-to-end process of job management and fulfillment for all VM jobs. This position will collaborate with vendors, and internal teams to ensure that all projects are delivered on time, within scope, and aligned with strategic marketing objectives, while following Senior Marketing Manager and visual merchandising team’s direction and priorities. Additionally, this role will involve managing all orders, schedules, POs, invoicing, local ship setups, and expenses related to Visual merchandising.

ESSENTIAL DUTIES &  RESPONSIBILITIES:

Support Visual Merchandising Strategy:

• Oversee and manage visual merchandising projects by aligning with visual merchandising team’s priorities, developing project timelines, deliverables, and dependencies to ensure efficient execution, timely delivery, and full visibility of all visual requests, reprioritizing as needed based on business needs
• Fulfill ship maintenance requests
• VM audits as determined by the cruise line partner
• Provide weekly reporting on project progress, distribution, and stakeholder follow-up
• Develop comprehensive execution directives outlining installation and implementation requirements; and complete post-install reports to document execution, identify opportunities, and ensure standards are met
• Ensure that all materials adhere to industry standards through shop visits and quality control checks

Visual Element Ordering:

• Manage ordering of all visual merchandising elements, including support for co-op jobs through PM tool
• Order identified VM elements and manage end-to-end delivery, expense, and payments
• Manage orders, purchase orders (POs), invoices, and expenses as required
• Ensure accuracy in ordering and timely print and delivery of materials from both new and established vendors
• Supervise local installations on cruise ships and assist with setups as needed

 Vendor Management & Invoicing:

• Manage relationships with existing vendors while identifying and sourcing new vendor partners to support business needs, ensuring competitive pricing, timely quoting, quality standards, and efficient procurement of all visual materials
• Liaise with the distribution center and external logistics partners to coordinate ocean, truck, and air deliveries, tracking all deliveries and ensuring proper documentation.
• Track all costs associated with projects and ensure proper invoices
• Manage payment processes and ensure timely closing of projects once completed

QUALIFICATIONS:

Education:

• 4 to 6 Years of experience
• Associate's Degree

Knowledge, Skills & Abilities:

• Strong organizational skills with the ability to manage multiple projects simultaneously
• Excellent communication and collaboration skills to work effectively with cross-functional teams and external vendors
• Experience in production coordination, vendor management, and budget tracking
• Ability to work under pressure and adapt to shifting priorities in a fast-paced environment
• Experience in retail, visual merchandising, or marketing operations
• Experience in budgeting and invoicing related to marketing projects
• Highly organized, detail-oriented, and comfortable managing multiple tasks across various teams and partners.
• Strong interpersonal communication skills, communicate effectively by actively listening, checking for understanding, adjusting communication content and style to meet diverse stakeholders, and providing timely, helpful information to others
• Outstanding communication skills (written and oral)
• Master problem solver who has an exceptional ability to prioritize assignments with competing deadlines and follow-through to completion with minimal supervision, as well as the ability to change directions at a moment's notice
• Express a “can do” attitude with the mentality that no task is too big or too small. Cares about executing with excellence and takes ownership of the outcome of work
• Strong sense of urgency and show grace under pressure

Decision Making: 

• Makes recommendations and decisions independently. Some managerial guidance provided. Relatively high level of individual problem-solving ability required. Participates in strategy development for areas of responsibility in alignment with category vision set by the Merchandise Manager.

Travel Requirements:

• Less than 10% of time

Key Competencies:

• • Customer Service
  • Relationship Management
  • Business Acumen
  • Drive for Results
  • Self-Development
  • Courage
  • Problem Solving
  • Communicating Effectively
  • Teamwork and Collaboration
  • Managing Conflict
  • Motivating Others
  • Adaptability
  • Decision Making
  • Managing and measuring work

Position Type/Expected Hours of Work:

Some flexibility in hours is permitted, employee must be available during the “core” work hours of 8:00 a.m. to 5:00 p.m. Monday – Friday and must work 30 hours each week to maintain full-time status. Occasional evening and weekend work may be required as job duties demand.

Physical Demands:
Office environment with frequent sitting, walking and standing, occasional climbing, stooping, kneeling, crouching and balancing. Frequent use of eye, hand and finger coordination enabling use of office machinery. This position requires the ability to
occasionally lift office products and supplies, up to 20 pounds. Oral and auditory enabling interpersonal communication as well as communication automated devise such as the telephone.

At Starboard Group and Onboard Media curating a vibrant world can only be accomplished by vibrant and diverse teams. We are committed to nurturing a workplace where you can feel safe to show up authentically and thrive while being uniquely you. Our North Star guides us to deliver equal employment opportunities for all individuals and to providing employees with an equitable work environment free of discrimination and harassment. We also aim to extend this commitment to the partners we work with and the guests we serve. We are constantly listening, learning, and evolving to deliver on these promises.

We believe our differences make us stronger and are curious to see you leverage your lived experiences to strengthen our team, our culture and your career. At Starboard Group and Onboard Media we take action so that no one is discriminated against because of their differences, such as age, disability (physical, mental or sensory), ethnicity, gender, gender identity and expression, religion, sexual orientation, military/veteran status, genetic information, family care status or any other basis protected by federal, state or local laws. All employment decisions will be made based on business needs, job requirements and individual qualifications.

So come onboard with us and celebrate a culture that attracts top talent with shared values and forms the foundation for a great place to work.