Administrative Assistant

Administrative Assistant

Salary Range: $693 to $866 per month

Join a fast-moving wholesale jewelry and accessories company that designs, manufactures, and distributes products from China to the U.S. market. As our Operations Coordinator, you’ll be the engine behind smooth order execution—ensuring every purchase order, shipment, and invoice is accurate, organized, and delivered on time. If you thrive on structure, precision, and keeping multiple moving pieces aligned, this role is built for you.

What Youll Do:

• Process incoming purchase orders from email and accurately log them into Excel/Google Sheets tracking files.
• Create and manage project numbers for each order and ensure all related emails and documents are properly labeled and stored.
• Maintain and update production and inventory tracking sheets, including shipment dates, quantities, and receiving status.
• Coordinate with factories via email regarding production timelines, quantities, and shipment schedules.
• Monitor warehouse receiving emails and update records to confirm quantities received match purchase orders.
• Identify discrepancies such as short shipments or inventory gaps and flag or resolve them appropriately.
• Coordinate with trucking and logistics providers via email to ensure timely delivery to buyers.
• Prepare and send invoices based on actual shipped quantities.
• Maintain organized Google Drive folders, including SOPs, production files, images, and order documentation.
• Ensure product images from factories are properly stored and clearly labeled.
• Follow established SOPs for order processing, inventory tracking, receiving, and invoicing.
• Communicate clearly via email with warehouse staff and vendors to move projects forward efficiently.

Who Youll Work With:

You’ll work closely with the business owner, overseas factories, U.S.-based warehouse teams, and logistics providers. This role sits at the center of operations, connecting production, shipping, and billing to ensure every order flows smoothly from factory to final invoice.

Who Were Looking For:

• Highly Organized: Able to manage multiple workflows while keeping digital files, spreadsheets, and communications structured and easy to track.
• Detail-Oriented: Carefully tracks quantities, shipment dates, and documentation with strong accuracy.
• Independent Thinker: Makes logical decisions and resolves minor issues proactively.
• Process-Driven: Comfortable following structured procedures and maintaining consistency.
• Tech-Savvy: Confident using Google Drive, Excel/Google Sheets, and email platforms.
• Experience: General work experience is required.

Why Join Us?

• Impact: Play a central role in ensuring operational accuracy and on-time delivery across international production and U.S. distribution.
• Culture: Be part of a focused, process-driven environment where organization, clarity, and independent thinking are highly valued.
• Benefits:
• Enjoy preset salary growth and weekly salary payments.
• 100% work-from-home flexibility.

Work Details:

• Schedule: Mon - Fri 9:00 AM - 5:00 PM EST
• Employment Type: Full-time

How to Apply:

Click "Apply" to start your application. Come and make a difference in a growing wholesale operations team.

We are an equal opportunity employer and value diversity at our company.