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About the Client
A fast-growing, US-based e-commerce consumer goods brand specializing in premium smoking accessories and curated subscription boxes. They design in-house, manufacture with international partners in China and India, and operate at high volume with frequent product launches. The team is operations-driven, uses a custom ERP/PLM and ClickUp, and values clear written communication and on-time delivery.
Why does this role exist?
s the company scales SKUs and production runs, they need a dedicated full-time coordinator to own day-to-day supplier communications, keep purchase orders and timelines on track, and ensure internal visibility across production and payments. This role centralizes WeChat/email follow-ups, keeps the PMS/PLM data accurate and current, and escalates risks early so decisions can be made quickly. The goal is to reduce delays, improve on-time delivery, and streamline coordination with finance—without the assistant processing payments directly.
The Impact you’ll make
Supplier Communication and Relationship Management
Maintain daily WeChat and email communication with suppliers in China and India on timelines, order updates, and issue resolution
Clarify requirements, confirm ETDs/ETAs, and document changes and commitments in writing
Proactively identify risks or delays and confirm supplier recovery plans
Purchase Order and Payment Tracking
Follow up weekly on 5–15 active POs per supplier; confirm milestones (deposit posted, production start, QC date, ship date)
Track deposits, balances, and due dates; coordinate with finance to ensure correct, on-time payments
Maintain a clean log of PO status, payment terms, and any revisions
Production and Project Management
Monitor projects from development through production and delivery, maintaining accurate timelines
Update ClickUp tasks and the PMS with supplier updates, dates, and attachments
Partner with internal stakeholders to align on priorities, shipping windows, and handoffs
Reporting and Escalation
Send a concise daily morning summary to Randall with key updates, risks, and decisions needed
Escalate delays, quality concerns, or scope changes promptly with context and options
Maintain spreadsheets/dashboards for at-a-glance PO and timeline health
Systems and Data Integrity
Enter and update data in the company’s custom ERP/PLM and PMS accurately and on time
Adhere to the PO workflow and approval process; potentially graduate to creating/editing POs
Organize files, confirmations, and correspondence for full auditability
Skills, Knowledge and Expertise
Required:
Proven experience working directly with suppliers/manufacturers in procurement or supply chain
Baseline understanding of product manufacturing flow from development to delivery
Hands-on experience managing purchase orders and supplier payment terms
Your superpowers are...
Technical: WeChat and email etiquette, ClickUp familiarity, strong spreadsheet skills (tracking, filters, lookups), comfort with ERP/PLM systems, meticulous data entry
Operational: Relentless follow-up discipline, deadline tracking, prioritization, and organization across multiple suppliers/POs
Communication: Clear, concise status writing; ability to distill long threads into actionable summaries
Judgment: Knows when to escalate, presents options, and anticipates downstream impacts
Interpersonal: Cultural awareness/time-zone sensitivity, calm under pressure, solutions-focused mindset
WFH Set-Up:
Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
Internet speed of at least 40MBPS
Headset with an extended mic that has noise cancellation and a webcam
Back-up computer and internet connection
Quiet, dedicated workspace at home
You should apply if...
You thrive on keeping moving parts organized and take pride in on-time, error-free execution
You’re proactive, love closing loops with suppliers, and escalate early with clear options
You’re comfortable with text-first communication, fast-paced e-commerce operations, and the smoking accessories consumer goods category
You enjoy transforming updates into clean dashboards and daily summaries
You want to grow in procurement/supply chain and are eager to learn custom systems and workflows
What to expect...
Work Setup:
Remote position
Must have a reliable internet connection and a quiet workspace
Required to provide own computer with Intel Core i5 or something similar or higher operating system
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