Promotional Development I

The Fountain Group is currently seeking a

Business Coordinator / Executive Assistant

for a prominent client of ours. This position is located in

New York, NY, Hybrid.

Details for the position are as follows:

Job Title:

Business Coordinator / Executive Assistant
Location:

New York, NY, Hybrid
Pay Rate:

$32.98/hr
Duration:

6.5 Months

Job Description

Coordinate and track inbound shipments from China, including freight forwarder status, delivery timelines, proof of delivery (POD), and shipment rerouting.
Maintain project status reports, tracking purchase orders (POs), delivery schedules, and project milestones.
Create and manage purchase orders, ensuring compliance with internal auditing standards, approvals, quotations, and change requests.
Resolve receiving discrepancies by coordinating with logistics providers, suppliers, and receiving teams.
Manage expedited shipping requests and monitor completion of required product information and documentation.
Support Accounts Payable by entering PO confirmations, validating invoices, resolving blocked or parked invoices, and ensuring timely vendor payments.
Track quarterly and annual spend reports and maintain procurement records.
Support procurement of promotional materials, color accessories, gift-with-purchase items, and repeat production orders.
Assist with sourcing new promotional products and coordinating vendor activities.
Education

Bachelor's degree in Business Administration, Supply Chain, Logistics, Finance, Operations, or a related field preferred.
Equivalent combination of education and relevant experience will be considered.
Required Skills

Purchase Order (PO) creation and management
Purchase Order auditing and compliance
Procurement and purchasing operations
Inbound logistics and shipment tracking
International freight coordination
Proof of Delivery (POD) management
Vendor management
Supplier coordination
Invoice reconciliation
Accounts Payable (AP) support
Receiving issue resolution
Spend tracking and reporting
Project status reporting
Procurement documentation
MyMarket experience
Finance operations support
Preferred Skills

Experience supporting procurement or operations within the consumer products, cosmetics, or retail industry
Experience sourcing promotional products, gift-with-purchase items, or marketing collateral
Knowledge of logistics documentation and shipment coordination
Experience managing non-stock purchase orders
Familiarity with procurement and financial workflow systems

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