Executive Assistant & Order Management Coordinator

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