We are seeking an experienced Executive Assistant & Order Management Coordinator to work directly with the company's leadership team.
This position plays a critical role in coordinating business operations, managing orders and logistics, overseeing vendor relationships, tracking key initiatives, and ensuring successful execution of high-priority projects.
The ideal candidate is exceptionally organized, resourceful, proactive, and thrives in a dynamic entrepreneurial environment where priorities can change quickly.
Responsibilities:
- Serve as the primary Executive Assistant to the owner, helping organize priorities, track outstanding items, and ensure follow-through on key initiatives.
- Manage day-to-day administrative and operational tasks.
- Oversee the complete order lifecycle from quote approval through final delivery.
- Convert customer quotes into sales orders and purchase orders upon order confirmation.
- Coordinate and manage all inbound shipments from overseas suppliers, primarily in China.
- Arrange international and domestic freight shipments and monitor delivery schedules.
- Communicate with suppliers, freight forwarders, customs brokers, and warehouse teams to ensure smooth operations.
- Prepare and manage import documentation and compliance requirements.
- Track orders, shipments, inventory arrivals, and project timelines.
- Maintain organized records of customer orders, shipping documentation, and vendor communications.
- Monitor open tasks, follow up on pending items, and ensure deadlines are met.
- Act as a central point of coordination between customers, vendors, warehouses, and leadership.
- Anticipate needs, identify potential issues, and proactively drive projects to completion.
- Support customer service and order-related communications when necessary.
Requirements:
- 3 years of experience as an Executive Assistant, Operations Coordinator, Order Management Specialist, Supply Chain Coordinator, or similar role.
- Strong experience supporting executives in a fast-paced, entrepreneurial environment.
- Knowledge of B2B order management, purchase orders, and sales order processing.
- Experience coordinating international imports and shipments, preferably from China.
- Familiarity with freight forwarding, customs brokerage, import/export documentation, and warehouse operations.
- Exceptional organizational, project management, and follow-up skills.
- Ability to manage multiple priorities and maintain attention to detail.
- Strong problem-solving skills and ability to create structure in a dynamic environment.
- Excellent verbal and written communication skills.
- Proficiency with Microsoft Office, particularly Excel, and experience using ERP or order management systems.
- Self-motivated, resourceful, and able to work independently with minimal supervision.
- Bachelor's degree preferred but not required.
Location: Hollywood FL
Salary: 85K