["Promotional Development I","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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