Logistics Coordinator

Title: Business Coordinator / Executive Assistant Location: New York, NY 10001 Work Arrangement: Hybrid – 2 days remote Duration: Through 12/31/2026, with potential for extension Pay Rate: $35/hr on W-2 Position Overview We are seeking a highly organized and detail-oriented Business Coordinator / Executive Assistant to support day-to-day business operations, shipment tracking, purchasing, invoicing, vendor coordination, and project administration. The ideal candidate will have strong organizational skills, attention to detail, and experience working across logistics, procurement, accounts payable, and marketing teams. Key Responsibilities Shipment & Logistics Coordination Track all inbound shipments from international suppliers. Coordinate with freight forwarders to monitor shipment status and confirm delivery dates. Reroute shipments when required. Obtain Proof of Delivery (POD) documentation. Prepare and share weekly shipment status reports with internal stakeholders. Resolve receiving issues by providing logistics documentation to receiving teams. Coordinate with suppliers to ensure all goods are delivered in full and on time. Request and approve expedited shipping services when necessary. Ensure required PIM documentation is completed. Project & Status Tracking Maintain team status reports for all active projects. Track purchase orders, delivery dates, project milestones, and outstanding items. Provide regular updates to internal stakeholders regarding project and shipment status. Purchase Orders & Procurement Create and issue purchase orders. Ensure POs meet internal auditing and compliance requirements, including quotes, approvals, and required documentation. Procure repeat promotional items, including: Color accessories Basic glorifiers Gift-with-purchase items Assist with sourcing new promotional items and products. Accounts Payable & Invoice Management Partner with the Accounts Payable team 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 identifying discrepancies and coordinating corrections with Receiving and Accounts Payable teams. Spend & Financial Reporting Track quarterly project and departmental spending. Prepare and maintain annual spend reports. Monitor purchasing activity and provide accurate financial updates to stakeholders. Qualifications Strong organizational and time-management skills. Excellent attention to detail and accuracy. Experience with purchase orders, invoices, vendor coordination, and shipment tracking . Strong communication and follow-up skills. Ability to coordinate effectively with logistics, suppliers, Accounts Payable, Receiving, Marketing, and other internal teams. Comfortable managing multiple projects, deadlines, and priorities simultaneously. Strong problem-solving and analytical skills. Experience with procurement, promotional products, retail, marketing operations, or supply chain is a plus. Proficiency with Microsoft Office/Excel and business tracking systems preferred. About Us: Founded in 2009, IntelliPro stands as a global leader in talent acquisition and HR solutions. Our commitment to delivering unparalleled service to clients, fostering employee growth, and building enduring partnerships sets us apart. With a dynamic presence in the USA, China, Canada, Singapore, Philippines, UK, India, Netherlands, and Germany, we continue to lead the way in global talent solutions. IntelliPro, a global leader in connecting individuals with rewarding employment opportunities, is dedicated to understanding your career aspirations. As an Equal Opportunity Employer, IntelliPro values diversity and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or any other legally protected group status. Moreover, our Inclusivity Commitment emphasizes embracing ca…

View the full posting and apply