Production Coordinator (US, only: CA, NY, DC)

Production Operations Coordinator – Supply Chain & Order Management
Location: New York, NY (Hybrid - 4 days onsite, 1 day remote)
Schedule: Monday–Thursday in office, Friday remote
Hours: 10:00 AM – 6:00 PM (40 hours/week) 
Pay Rate: $25/hr (W2)
Duration: 6-month contract possible extension/conversion
Benefits: Medical, Dental, and Vision

Job Summary

The Production Operations Coordinator plays a critical role in supporting the end-to-end production lifecycle, ensuring seamless execution, tracking, and fulfillment of manufacturing orders from initial placement through final delivery. This position serves as a central point of coordination across vendors, production facilities, third-party logistics providers (3PLs), and internal teams to ensure products are delivered accurately and on schedule. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced environment. They will maintain visibility into all inbound and outbound shipments, manage ERP data integrity, monitor key performance indicators (KPIs) such as On-Time Delivery (OTD) and production cycle time, and collaborate cross-functionally to resolve operational challenges efficiently.

Key Responsibilities

• Manage the complete lifecycle of shipments and receipts for products, materials, and supplies, with a primary focus on retail partners including Hot Topic, Torrid, and BoxLunch.
• Track and maintain all style and order information within Navision (ERP) and shared systems, monitoring purchase orders, work-in-progress (WIP), and in-transit inventory to ensure timely delivery.
• Maintain accurate dashboards, logs, and reporting tools to provide visibility into daily production, shipment status, and inventory movements.
• Review packing lists, invoices, and purchase orders to verify shipment accuracy and identify discrepancies.
• Ensure compliance with Advance Shipping Notice (ASN) protocols and maintain visibility for all inbound and outbound shipments across stakeholders.
• Process goods receipts for incoming finished goods, materials, and components within the ERP system.
• Coordinate closely with vendors and third-party logistics providers to ensure shipments are executed on time and supporting documentation is complete and accurate.
• Partner with Finance to facilitate invoice processing, coding, and timely vendor payments.
• Collaborate with Product Development, Logistics, Finance, and Retail Sales teams to investigate and resolve issues such as shortages, damaged goods, delays, or specification discrepancies.
• Maintain clear visibility into outstanding production orders, backorders, and unfulfilled shipments, proactively escalating risks when necessary.
• Prepare reports, maintain documentation, and provide administrative support for production and order management activities.
• Contribute to continuous improvement initiatives by identifying opportunities to streamline workflows, enhance reporting, and improve operational efficiency.
• Foster a collaborative and positive team environment while supporting departmental goals and management initiatives.

Must-Have Skills & Qualifications

• Strong written and verbal communication skills, especially in cross-functional and vendor-facing environments
• Advanced Microsoft Excel skills, including:
• Pivot Tables
• VLOOKUP / XLOOKUP
• Basic data analysis and reporting functions
• High level of attention to detail and accuracy, especially in data entry and order tracking
• Experience handling data entry, purchase orders, and order management workflows
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment
• Strong organizational and problem-solving skills with a proactive mindset
• Comfort working in ERP systems (Navision or similar); ability to learn new systems quickly
• Experience in retail operations, supply chain, logistics, or production support (1–2 years preferred)

Nice-to-Have Skills

• Experience using Microsoft Dynamics (Navision) or SAP ERP systems
• Background in apparel, wholesale, or retail supply chain operations
• Familiarity with 3PL (third-party logistics) coordination
• Exposure to KPI tracking such as OTD (On-Time Delivery) and cycle time metrics
• Experience working with finance teams on invoice processing and reconciliation
• Familiarity with Adobe or additional reporting/visual tools
• Bachelor’s degree in Supply Chain Management, Business Administration, Operations, or related field