Executive Assistant / Operations Coordinator – Apparel -Wholesale

About the Role:
We are a fast-growing men’s apparel company based in NYC looking for a highly organized and experienced Executive Assistant / Operations Coordinator to work directly with the CEO. This is a hands-on, in-office role for someone who understands how an apparel business operates from production to inventory to wholesale fulfillment.

You will be involved in day-to-day operations, helping manage everything from overseas production to retailer orders and internal systems.

Key Responsibilities:

Inventory & Operations

• Track and manage inventory across systems
• Monitor incoming shipments, stock levels, and discrepancies
• Coordinate with warehouses to ensure accurate receiving and fulfillment

Production & Purchasing

• Create and manage Purchase Orders (POs) with overseas factories (China experience preferred)
• Track production timelines, lead times, and delivery schedules
• Communicate with suppliers to ensure on-time production and quality

Wholesale & Logistics

• Manage wholesale orders and understand routing guides for major retailers
• Prepare shipping documentation and coordinate order fulfillment
• Work with retail partners to ensure compliance with shipping requirements

EDI Management (SPS Commerce or similar)

• Process and manage EDI transactions (POs, ASNs, invoices)
• Ensure accuracy and compliance with retailer requirements
• Troubleshoot EDI issues and coordinate with partners when needed

Systems & Admin

• Create invoices and manage financials using QuickBooks
• Generate and manage GS1 UPC codes
• Build and maintain spreadsheets (Excel / Google Sheets)
• Create presentations or simple designs using Canva

CEO Support

• Assist with reporting, tracking, and operational tasks
• Help improve workflows and keep operations organized
• Act as a reliable right-hand support across multiple areas

Requirements:

• Previous experience working in an apparel company (REQUIRED)
• Strong understanding of:
• Inventory management
• Purchase Orders and production cycles
• Apparel lead times and supply chain flow
• Experience with:
• EDI systems (SPS Commerce strongly preferred)
• QuickBooks
• GS1 / UPC creation
• Excel / Google Sheets (intermediate to advanced)
• Canva (basic level)
• Familiarity with wholesale processes and retailer routing guides
• Strong communication skills (especially with overseas suppliers)
• Highly organized, detail-oriented, and proactive

Pay: $51,621.75 - $62,168.13 per year

Application Question(s):

• Do you have EDI software experience for Apparel?

Experience:

• Wholesale Apparel: 2 years (Required)

Work Location: In person