Design and Development Coordinator

What We Offer You

• Competitive compensation based on experience.
• Incentive eligibility based on individual performance.
• Health insurance coverage including medical, vision, and dental.
• Discretionary PTO for vacation and personal time, paid holidays, and paid sick leave accrued based on hours worked.
• 401(k) with employer match.
• Company-paid short term and long term disability insurance coverage.
• Company-paid $50,000 basic life insurance.
• Voluntary life insurance.
• Paid DMCP and/or CMP certification.
• Paid industry memberships.

Essential Duties and Responsibilities 

Personal Development and Program Support

• Collaborate with a Manager or Director in the development of proposals and pricing utilizing pre-built tariff, with the potential for customization, to meet client and program objectives.
• Support Design & Development Department in the production of client proposals by creating accurate shells and supporting documentation.
• Write and adapt creative descriptions for client-facing materials such as activities/tours, venues, and restaurants, customizing standard content when necessary.
• Maintain direct communication with Sales team throughout the proposal phase, including discovery calls, meetings, site visits, and presentations, both virtual and in-person.
• Conduct initial vendor outreach to confirm availability and collect service information aligned with proposal and contract parameters.
• Maintain holds for venues and vendors during the sales process, ensuring timely release or confirmation based on project status.
• Participate in site inspection planning and execution when required, supporting logistics, vendor coordination, and documentation.
• Proactively manage workload and role responsibilities in order to meet deadlines and stakeholder expectations; adjust program details throughout the proposal phase to ensure alignment of scope, budget, and logistics.
• Support Design & Development with operational inputs including diagrams, vendor reconciliation, and vendor payment facilitation via Ramp for Site Inspections.
• Attend and contribute to turnover meetings with the Event Management and Sales teams to ensure seamless handoffs and clear program documentation.
• Position requires flexibility to work late hours and weekends as needed to meet deadlines and ensure timely project completion.

Administrative and Financial Responsibilities

• Ensure accurate input of pricing and vendor documentation within internal tools such as ECS and proposal templates.
• Support vendor payment processing during site inspection planning using Ramp and follow company procedures for deposits, reconciliations, and Ramp expense tracking.
• Adhere to all internal financial and accounting guidelines, including documentation of vendor quotes, invoice records, and margin compliance.
• Manage individual tasks and timelines with oversight, while maintaining clear communication and meeting internal service deadlines.
• Participate in turnover and operational handoff processes to ensure accurate and complete program documentation for execution teams.
• Attend networking and industry events, based on deadlines and availability. Subject to change based on destination alignment.

Vendor and Tariff Management

• Research, evaluate, and communicate with vendors to obtain accurate and cost-effective quotes that meet program requirements.
• Maintain organized vendor tariff folders, ensuring pricing and service descriptions are up-to-date, clearly labeled, and stored per internal standards.
• Update tariff by way of archiving newly developed services (décor, teambuilding, activities, entertainment, etc.) into the company tariff library for future use and executing tariff projects, including formatting, auditing, and the enhancement of category offerings, in alignment with departmental direction.
• Support ECS inventory maintenance and accuracy as directed by management.
• Build and sustain strong vendor relationships to ensure reliable service, pricing transparency, and innovative offerings.

Sales and Marketing Collaboration

• Assist Sales and Design & Development in aligning proposal content with client expectations, destination opportunities, and pricing parameters.
• Support familiarization tours, hotelier events, and other sales-related activations with on-site presence as needed.
• Collaborate with Marketing to contribute destination-specific content, photos, and service descriptions for client-facing materials such as Weekenders, Area Guides, and Photo Pages.
• Stay informed on new venues, experiences, and trends in the local market to help inform proposals and teamwide inspiration.

Quality of Work Responsibilities 

• Each employee at Cohera is expected to carry out all Quality of Work Responsibilities: to work as a productive team member, take initiative, act creatively, operate flexibly, and do everything with honesty, integrity, and with a focus on client satisfaction.
• Work well in a fast-paced team environment, be willing to help others, work overtime when required, and deliver quality service to our clients.
• Act in a self-starting way, make good independent decisions, and take steps to complete work within time parameters.
• Generate new and innovative ways to improve Cohera products and services.
• Recognize essential elements of a challenge and develop creative solutions.
• Respond quickly to changing circumstances, anticipate new developments where possible, and be receptive to new ideas and methods.
• Act in a forthright way.
• Give and accept feedback constructively.
• Recognize and consider the client’s expectations and needs, be willing to “do what it takes” to fulfill those expectations.
• Any other duties as assigned.

Competencies/Specific Experience or Training Preferred 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• Minimum of two years’ work experience.
• Internship or project-based experience in proposal writing, event design, hospitality, or creative services a plus.

Knowledge, Skills and Abilities

• Basic understanding of event planning.
• Strong verbal and written communication skills.
• Highly organized with attention to detail.
• Ability to follow instructions and meet deadlines.

Equipment and Applications

• Proficient in Microsoft Word, Excel, PowerPoint, and Canva.
• Computer, phone, copiers, smart phones, tablets and other standard office equipment.

Job Conditions

The specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. The noise level in the work environment is usually low. The physical demands described below are representative of those that must be met by an associate to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the associate is:

• Frequently required to perform administrative and professional work using writing tools and electronic media.
• Required to be ambulatory to move around freely between buildings and between levels within buildings.
• Occasionally lift and/or move up to 30 pounds.
• Occasionally exposed to fumes or airborne particles and toxic or caustic chemicals associated with office work.

Disclaimer

This job has recurring work situations involving moderate degrees of discretion. The need for accuracy and effective utilization of accepted policies and procedures is high. Errors in judgment and execution will waste time and resources, adversely impacting unit performance.  Employees operate independently but work is verified by supervision. This job description outlines the primary duties and responsibilities of the role as it currently exists. It is not intended to be a complete list of all tasks that may be assigned. From time to time, you may be asked to take on additional duties to support business needs and participation in such tasks will be discussed and agreed upon as appropriate.

Acknowledgements

Cohera is an Equal Opportunity-Affirmative Action Employer / Disability / Veteran. Candidates who receive an offer of employment will be legally employed by 360 DG OCLA LLC until the organization transitions to Cohera LLC on April 1, 2026. Until that date, all employment-related documents including offer letters, agreements, and payroll records will reference 360 DG OCLA LLC. Upon transition, employment will transfer to Cohera LLC with no interruption to service, tenure, or benefits.