Business Coordinator

Position Overview We are seeking a Business Coordinator I / Executive Assistant to support team operations, procurement, logistics, project coordination, and financial administration. The ideal candidate will be highly organized, detail-oriented, and comfortable coordinating with internal teams, vendors, freight forwarders, Accounts Payable, and receiving teams.

This role will be responsible for tracking inbound shipments, maintaining project and purchase order status reports, resolving receiving and invoice issues, supporting procurement activities, and monitoring departmental spend.

Key Responsibilities Inbound Shipment & Logistics Management Track all inbound shipments from China for the team.

Coordinate with freight forwarders to monitor shipment status.

Confirm expected delivery dates and communicate updates to stakeholders.

Coordinate rerouting of goods when required.

Obtain and maintain Proof of Delivery (POD) documentation.

Prepare and distribute weekly shipment status reports to the Marketing team.

Project & Purchase Order Coordination Maintain team status reports for all active projects.

Track purchase orders, delivery dates, and project milestones.

Issue purchase orders and ensure they meet required auditing standards.

Verify that required documentation, including quotes, approvals, and CBRs, is complete and accurate.

Procure items for repeat projects, including:

- Color accessories

Basic glorifiers

Gift-with-Purchase items

Assist with sourcing new promotional items.

Receiving & Vendor Coordination Resolve receiving issues by providing logistics documentation to the SBO receiving team.

Work with logistics providers and internal stakeholders to locate delivered goods.

Request and approve expedited shipping or service when necessary.

Collaborate with suppliers to ensure all goods are delivered in full and on schedule.

Ensure required PIM documentation is completed.

Accounts Payable & Invoice Management Partner with the Accounts Payable (AP) team to ensure vendors are paid within contractual terms.

Enter confirmations for non-stock purchase orders.

Review vendor invoices for accuracy and completeness.

Identify and resolve parked or blocked invoices by coordinating with Receiving and Accounts Payable teams.

Communicate and resolve discrepancies related to purchase orders, receipts, and invoices.

Spend Reporting & Project Support Track quarterly departmental spend.

Prepare the final annual spend report.

Support project management and procurement activities.

Maintain accurate records and provide status updates to relevant stakeholders.

Required Qualifications & Skills Previous experience in business coordination, executive assistance, procurement, logistics, operations, or a related administrative role.

Strong organizational and time-management skills.

Excellent attention to detail and accuracy.

Experience working with purchase orders, invoices, vendors, or procurement processes.

Strong communication and coordination skills.

Ability to manage multiple projects and priorities simultaneously.

Strong problem-solving and follow-up skills.

Proficiency with Microsoft Office, particularly Excel, Outlook, and PowerPoint.

Ability to work effectively with cross-functional teams and external vendors.

Comfortable working in an in-office/hybrid environment in New York City.