Business Coordinator I

Business Coordinator – Logistics / Executive Assistant

Location: Hybrid in El Segundo, CA
Pay Rate: $29.31/hour
Duration: 12-Month Contract (Initial Assignment)

The Business Coordinator will support logistics, procurement, accounts payable, and project management activities for the team. This role is responsible for tracking inbound shipments, managing purchase orders, resolving receiving and invoice issues, coordinating vendor payments, maintaining project status reporting, and supporting promotional product sourcing initiatives. The ideal candidate is highly organized, detail-oriented, and experienced in logistics coordination, procurement processes, and cross-functional collaboration.

• Track all inbound shipments from China and provide status updates to internal stakeholders.
• Coordinate with freight forwarders to monitor shipment progress and confirm delivery schedules.
• Reroute shipments as needed to meet business requirements.
• Obtain and maintain Proof of Delivery (POD) documentation.
• Prepare and distribute weekly shipment status reports to the Marketing team.

• Maintain team project status reports and dashboards.
• Track purchase orders, delivery dates, shipment milestones, and project timelines.
• Provide ongoing updates regarding project progress and logistics activities.

• Create and issue purchase orders (POs).
• Ensure all purchase orders meet internal audit and compliance standards.
• Verify supporting documentation, including:
  • Vendor quotes
  • Required approvals
  • Cost-benefit reviews (CBRs)
  • Audit documentation

• Investigate and resolve receiving discrepancies.
• Provide logistics documentation to assist receiving teams in locating delivered goods.
• Coordinate expedited shipping services when necessary.
• Partner with suppliers to ensure complete and accurate delivery of goods.
• Ensure Product Information Management (PIM) documentation is completed and maintained.

• Collaborate with Accounts Payable to ensure vendors are paid according to contractual terms.
• Enter confirmations for non-stock purchase orders.
• Review invoices for accuracy and completeness.
• Resolve parked and blocked invoices by coordinating with Receiving and AP teams to correct discrepancies.

• Monitor and track departmental spending on a quarterly basis.
• Prepare annual spend reports and summaries.
• Support budget tracking and expenditure reporting activities.

• Procure items for repeat promotional programs, including:
  • Color accessories
  • Basic glorifiers
  • Gift-with-purchase (GWP) items
• Assist with sourcing and procurement of new promotional products.
• Coordinate with suppliers and internal stakeholders to support project execution and product launches.

• Experience in logistics, supply chain, procurement, or business coordination roles.
• Knowledge of purchase order processes, invoice reconciliation, and vendor management.
• Strong project coordination and organizational skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Proficiency with Microsoft Office, particularly Excel.
• Strong communication and cross-functional collaboration skills.
• Detail-oriented with a focus on accuracy, compliance, and process improvement.