Design Team Coordinator

• Location: Swindon, 100% office-based
• Type: Full-time, 37.5hrs per week. Monday to Friday 9:30am - 6pm
• Salary: Dependent on experience

* PLEASE DO NOT USE AI TO ANSWER THE SCREENER QUESTIONS *

• Please note this position is not remote or hybrid *

ZPos is a fast-growing creative and technology agency working with a wide variety of businesses across the UK - from independent restaurants and national hospitality chains to tradesman, distributors, retailers, and service providers. Through our family of brands, we provide everything from bespoke e-commerce websites and EPoS systems to print design, signage, branding, and marketing materials.

With a dynamic in-house team and a vibrant office environment, we deliver standout creative work backed by seamless systems and outstanding customer service.

About The Role

We’re looking for a Design Team Coordinator to support our busy, multi-brand creative agency. This is a vital role that keeps our design projects organised and on track - helping our talented designers focus purely on the creative work, while you handle the coordination, communication, and admin around it.

You’ll liaise with a wide variety of clients - not just in hospitality but across many industries - handling everything from project briefs and approvals to quoting, delivery, and follow-up. You’ll also support the team with quality control, research, supplier communication, and occasional simple design tasks like web banners.

This isn’t a hands-on design job, but a great fit for someone with strong organisational skills, a visual sensibility, and a keen eye for detail. If you enjoy variety, fast-paced projects, and working within a creative team, we’d love to hear from you.

Key Responsibilities

• Be the first point of contact for clients once a design project is underway
• Liaise with clients to clarify requirements, manage approvals, and chase missing info or feedback
• Provide accurate quotations and take payments or deposits using our internal tools
• Coordinate the production process, from sign-off to delivery, including logistics and follow-ups
• Carry out quality control checks on artwork (proofreading, layout, file setup) before print
• Maintain project timelines to ensure jobs move efficiently through the business
• Keep internal records updated (including project trackers & CRMs)
• Handle communications with suppliers regarding files, specifications, and delivery
• Follow up with clients post-delivery to confirm receipt and gather feedback
• Assist with project research, including sourcing new materials or samples
• Create basic digital content such as promotional web banners for client websites
• Support the design team with ad hoc administrative and creative tasks

What We’re Looking For

• Exceptionally organised with strong attention to detail
• Clear communicator, confident dealing with clients and internal teams
• Enthusiastic, passionate, commercially minded, and persuasive
• Exceptional written and spoken English skills
• Comfortable managing multiple projects at different stages
• Familiarity with design and print processes (bleeds, file types, colour modes, etc.)
• Confident proofreading and checking layout accuracy
• Proficient with admin systems, file management, and spreadsheets
• A good visual sense - able to spot when a layout or banner doesn’t look quite right
• Diligent, dependable, and takes pride in doing things properly
• Strong opinions and confident in giving feedback when necessary, but always respectful and constructive
• Able to remain calm and methodical in a fast-paced environment
• Proactive, reliable, and not afraid to chase things up when needed

Bonus Skills (Not Essential, But Nice To Have)

• Experience using Adobe Illustrator/Photoshop/InDesign
• Copywriting or content creation skills
• Experience working in or with a design or creative team
• Photography, video, or digital content skills
• Familiarity with tools like Canva, Asana, Trello, or Monday.com

Why Join Us

You’ll be joining a passionate team who genuinely care about their craft, their clients, and the impact of their work. This is a fantastic opportunity for someone who enjoys administration coordination, thrives on detail, and wants to play a key role in delivering high-quality design at scale. In addition, we have the following perks & benefits:

• Modern workspace with an in-house coffee shop
• Free coffee, tea, fruit, and snacks
• Games room and breakout areas
• 31 days’ paid holiday (including bank holidays), plus your birthday off (pro-rated for part-time)
• Free on-site parking
• Company pension scheme
• Staff discounts at affiliated coffee shops, and a variety of other retail and hospitality establishments
• Comprehensive healthcare plan (after successful probation)