Purchasing & Order Operations Coordinator
Philippines / South Africa
VA/EA – Operations /
Remote
The role
We’re hiring a detail-obsessed coordinator to run day-to-day purchasing and order administration. You’ll create and track purchase orders (POs), enter customer sales orders into our system, coordinate purchasing with manufacturers, and issue invoices—accurately, on time, every day. This is a back-office, operations role that requires real-time availability during U.S. business hours and close collaboration with our internal team.
What you’ll do
● PO creation & vendor coordination
○ Create POs for approved items; ensure pricing, terms, MOQs, and ship-to details are correct.
○ Follow up with manufacturers on lead times, ship dates, and on-time delivery; flag risks early and help unblock delays.
○ Support light negotiations on price/expedites under predefined guidelines.
● Customer order entry & maintenance
○ Enter customer orders in the system with precise SKUs, variants, quantities, and dates.
○ Validate availability, confirm acknowledgements, and keep order status current.
● Purchasing & inventory support
○ Calculate component needs (e.g., stone counts per unit × order qty + breakage/wastage %).
○ Prepare simple allocation/shortage reports and recommend reorders.
● Invoicing & documentation
○ Generate accurate invoices upon shipment or milestone; ensure terms, taxes, and freight rules are applied.
○ Maintain clean, auditable records (POs, SOs, invoices, packing lists).
● Daily collaboration
○ Be online and responsive 9–6 ET; coordinate live with the team via chat/meetings.
○ Provide end-of-day updates on open POs, late items, and action items
Must-have qualifications
- 2+ years in purchasing, order management, operations, or similar back-office coordination.
- Proven accuracy with PO/SO entry, invoicing, and document control in an ERP/order system.
- Strong numeracy: comfortable with unit math, roll-ups, and add-ons (e.g., 1,000 units × 15 stones + 5% breakage).
- Excellent English comprehension and written communication; clear, concise updates.
- High attention to detail, reliability, and follow-through in a fast-moving, daily workload.
- Tech-savvy with spreadsheets and business apps; quick to learn new systems.
- Ability to work exclusively during 9–6 ET and maintain a quiet, professional setup.
Nice-to-have
- Experience coordinating with manufacturers/suppliers (lead times, OTIF, shipment bookings).
- Familiarity with jewelry, components, or SKU-rich catalogs.
- Basic purchasing cost analysis (landed cost, price breaks, expedite fees).
Success metrics (first 60–90 days)
- >99% data accuracy on PO/SO fields and invoices.
- Same-day entry for all new customer orders and PO updates.
- On-time follow-ups to vendors with clear next steps; issues escalated early.
- Consistent, useful daily status reports without chasing.
Tools you’ll use
- Company ERP/order entry & invoicing system
- Email/chat (e.g., Outlook, Teams/Slack) and spreadsheets (Excel/Google Sheets)
Work style & traits
- Detail-driven, organized, and methodical
- Proactive communicator who confirms assumptions and closes loops
- Calm under deadlines; committed to quality and consistency every day
- Ownership mindset—sees problems and proposes solutions
$800 - $1,100 a month
Schedule: Monday–Friday, 9:00 a.m.–6:00 p.m. Eastern Time (ET)
Type: Full-time, long-term (daily seat time; not project-based)
Location: Remote (must reliably work U.S. ET hours)
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.
