PROMOTIONS SPECIALIST

About the role

At The YGS Group, promotional products are more than branded merchandise—they’re an extension of our clients’ brands. We’re looking for a detail-oriented, customer-focused Promotions Specialist to manage promotional products, storefront, and manual award orders from quotation through delivery while providing exceptional service every step of the way. In this role, you’ll serve as a trusted partner to customers, Sales Executives, Account Managers, vendors, production teams, and shipping personnel to ensure every order is completed accurately, efficiently, and on time. You’ll also support strategic sourcing, vendor relationships, storefront programs, and continuous process improvements that help drive department growth.

Responsibilities

• Manage promotional products, storefront, and manual award orders from quotation through delivery.
• Prepare and maintain quotations, job tickets, order information, billing details, and project documentation within the company’s management information system (MIS).
• Review order specifications for accuracy and perform quality-control checks before production and shipment.
• Coordinate project timelines with customers, Sales Executives, Account Managers, vendors, production, fulfillment, and shipping teams.
• Monitor project status and proactively communicate updates, changes, and delivery expectations.
• Manage company storefront programs, including order processing, product maintenance, inventory coordination, customer support, and program enhancements.
• Serve as a liaison between customers, internal teams, and vendor partners to ensure seamless project execution.
• Provide promotional product recommendations, sourcing assistance, quotations, and production guidance based on customer objectives.
• Support sales initiatives by identifying promotional opportunities and collaborating on creative branded merchandise solutions.
• Develop and maintain strong relationships with preferred vendor partners.
• Coordinate vendor communications, product samples, presentations, and supplier performance evaluations.
• Inspect incoming promotional products and review proofs, samples, and finished products to verify quality and customer specifications.
• Coordinate corrective actions with vendors and internal teams when quality or order issues arise.
• Maintain accurate project records, departmental documentation, and operational reports.
• Support fulfillment, kitting, warehouse activities, and special projects as needed.
• Identify opportunities to improve processes, customer experience, and departmental efficiency.
• Support compliance with company policies, safety procedures, SOC 2 controls, and FIRST Values.
• Provide backup support for the Apparel & Promotions team during vacations and other absences.

Requirements

• High school diploma or GED.
• Three to five years of experience in promotional products, branded merchandise, apparel, print, or a related industry.
• Experience with promotional product sourcing, supplier management, and order fulfillment.
• Experience using promotional product platforms such as ESP+, SAGE, or similar systems.
• Strong knowledge of promotional products, supplier capabilities, decoration methods, production processes, and fulfillment best practices.
• Experience with pricing, quoting, cost management, and margin analysis.
• Strong customer service, communication, relationship-building, and problem-solving skills.
• Proficiency with Microsoft Office Suite and order management software such as EFI Pace or comparable systems.
• Working knowledge of Adobe Creative Suite, including InDesign, Illustrator, Photoshop, and PDF workflows.
• Ability to manage multiple projects, prioritize competing deadlines, and work effectively in a fast-paced environment.
• Strong attention to detail and commitment to order accuracy.

Preferred Qualifications

• Bachelor’s degree in Business, Marketing, Supply Chain, or a related field.
• Experience supporting company storefront programs or eCommerce solutions.
• Experience working within commercial printing or integrated marketing environments.
• Knowledge of inventory coordination, fulfillment, and warehouse operations.
• Experience leveraging AI tools to improve productivity, sourcing, or customer service.

Skills

• Builds strong relationships with customers, vendors, and teammates.
• Enjoys coordinating multiple projects while staying highly organized.
• Thrives in a fast-paced, deadline-driven environment.
• Pays exceptional attention to detail and takes pride in delivering accurate work.
• Communicates professionally and proactively.
• Thinks creatively to solve customer challenges and identify promotional solutions.
• Negotiates effectively while maintaining positive vendor relationships.
• Continuously looks for opportunities to improve processes and enhance the customer experience.
• Demonstrates professionalism, integrity, and a positive attitude in every interaction.

Physical Requirements

• Work primarily in an office environment with occasional time spent in production, warehouse, or fulfillment areas.
• Sit, stand, and walk throughout the workday.
• Frequently use computers, phones, and office equipment.
• Occasionally inspect promotional products, packaging, and finished goods.
• Occasionally lift and move materials weighing up to 25 pounds.
• Travel occasionally between company locations or attend company events as needed.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.