Business Administrator

Dreamwear Inc New York, New York, United States

Dreamwear is a leading wholesale intimate apparel and sleepwear company working with iconic brands such as Juicy Couture, Laura Ashley, Danskin, Nautica, and many more. Our longstanding global partnerships enable us to deliver beautifully designed, high-quality products with speed, value, and exceptional execution, making Dreamwear a trusted partner to many of the world's leading retailers. Learn more at  .

We are seeking a Business Administrator to support the day-to-day administrative and project needs of our operations and support teams. Reporting to the HR Manager, this role will help keep critical deadlines, documents, follow-ups, and operational details organized so that leadership can remain focused on strategy, decision-making, and key business relationships.

The ideal candidate is proactive, highly organized, detail-oriented, and comfortable managing multiple priorities with limited supervision. This person should be able to build simple systems, close loops, handle confidential information appropriately, and communicate professionally with both internal teams and external partners.

Finance & Business Operations Support:

• Prepare a concise weekly list of upcoming deadlines and open items; follow up with internal teams, outside advisors, and counter parties to keep items moving and escal ate when needed.
• Handle day-to-day administrative work and operational tasks for the Finance team.
• Maintain a master deadline tracker for licensor royalty reports, lender reporting, tax filings, insurance renewals, contract dates, and other recurring requirements.
• Coordinate document requests from factors, auditors, tax advisors, outside counsel, licensors, and other business partners.
• Assemble recurring financial report packages and supporting documentation for review, including materials needed for audits, tax returns, insurance renewals, and related requests.
• Support office vendor, subscription, and supply administration, including renewal and billing tracking as assigned.

Document & Contract Management:

• Maintain license summary information, including key terms, renewal dates, minimum guarantees, and reporting requirements for each brand.
• Organize and maintain files and shared-drive documentation, including license agreements and amendments, leases, lender/factoring documents, and board/owner materials.
• Track signature routing, collect executed copies, and ensure documents are filed consistently and completely.

Project & Meeting Coordination:

• Support with cross-functional business and operations projects, including customer acquisitions, copyright/patent matters, third-party licensees, legal follow-up, communication logs, and building negotiations, as assigned.
• Prepare meeting agendas, take notes, circulate action items, and follow up on outstanding deliverables.
• Assist with ad-hoc administrative and project needs as priorities arise.

HR Team Assistance / New Employee Coordination:

• Partner with HR and hiring managers to coordinate onboarding logistics for all new employees.
• Coordinate IT requests and IT orientation, HR orientation, systems training, and other required onboarding sessions.
• Draft and finalize first-week schedules and send applicable calendar invitations, including 2-week check-ins, 60-day reviews, department orientations, and benefits orientations.
• Coordinate with Reception on workspace set-up, including seat location, name tags, supplies, company equipment, desk needs, and other special requests.
• Track onboarding details and follow up with the appropriate HR or office team members to ensure all steps are completed.

* This job description is not intended to be exhaustive. Duties and responsibilities may be changed or modified at any time at the discretion of management.

Qualifications:

• 4-7 years of experience in an executive assistant, office manager, finance coordinator, business operations, or similar administrative role; experience supporting a CFO, Controller, owner, or Finance team is a plus.
• Bachelor's degree or equivalent relevant experience.
• Strong Excel skills, including lookups, pivot tables, and clean formatting, with proficiency in Outlook and Microsoft 365.
• Proven ability to manage multiple deadlines and follow-ups with limited supervision.
• Highly organized and detail-oriented, with the ability to create and maintain clear trackers, folder structures, and checklists.
• Excellent verbal and written communication skills, including the ability…