Position Summary
The Production/Shipping Coordinator will be responsible for managing purchase orders from receipt through shipment while coordinating closely with factories, testing laboratories, logistics providers, and internal teams making sure everything stays on schedule. The ideal candidate must be highly organized, proactive, deadline-driven, and comfortable managing multiple projects simultaneously.
Primary Responsibilities
Purchase Order Management
- Download and process customer purchase orders through EDI systems
- Review, receive, prepare, log, and manage incoming purchase orders
- Create and issue factory purchase orders using customer purchase order information
- Verify style information, quantities, pricing, delivery dates, and product details
- Maintain accurate records of all production orders and updates
Factory Communication & Production Follow-Up
- Communicate daily with overseas and domestic factories
- Provide detailed instructions regarding:
- Carton labeling requirements
- Product labeling requirements
- Packaging requirements
- Shipping procedures
- Customer compliance standards
- Monitor production schedules and ensure factories meet critical milestones
- Follow up on outstanding information, approvals, and production status updates
- Manage production timelines and proactively identify potential delays
Testing & Compliance Management
- Coordinate with factories and possibly testing laboratories on for required product testing
- Make sure factories are submitting testing requests and monitoring results
- Ensure all compliance requirements are completed prior to shipment
- Maintain testing records and approvals
Sample Management
- Track and manage production samples through the process
- Coordinate sample requests with factories
- Review incoming samples and making sure they are delivered to correct person.
- Prepare and ship TOP samples within the required deadlines
- Track PP Sample (Pre-Production Sample) approvals and updates
Logistics & Shipping Coordination
- Work closely with the factories and our team to ensure on-time shipments
- Obtain pallet configurations, carton counts, weights, and dimensions from factories
- Coordinate shipment bookings with freight forwarders
- Provide shipment information and required documentation
- Monitor shipment status through delivery
- Assist with resolving shipping and logistics issues
Spreadsheet & Data Management
- Maintain detailed production tracking spreadsheets
- Update milestone dates and approval statuses
- Track:
- Purchase Orders
- PP Sample approvals
- TOP Sample approvals
- Testing status
- Factory production timelines
- Shipping schedules
- Ensure all information is accurate, current, and complete
Product Development & Sample Administration
- Photograph garments and accessories when needed
- Upload and maintain product information in company databases
- Assign style numbers to new products
- Create and attach style tags to garments and accessories
- Organize digital and physical product records
- Maintain sample inventories and archives
Shipping & Receiving
- Receive incoming packages from factories, vendors, and customers and distribute to correct persons
- Prepare and ship outgoing packages and samples
- Track shipments and maintain shipping records
- Organize and maintain sample storage areas
Additional Responsibilities
- Assist with seasonal line reviews and presentations
- Support merchandising and product development teams
- Maintain filing systems and production documentation
- Assist with inventory and sample organization
- Generate reports and production summaries as requested
- Coordinate meetings and production calendars
- Perform general administrative support duties
- Assist with special projects and other duties as assigned
Qualifications
Required
- Strong proficiency in Microsoft Excel and database knowledge
- Working knowledge of Microsoft Outlook, Word, and Teams
- Exceptional organizational and time management skills
- Strong attention to detail and accuracy
- Ability to manage multiple deadlines simultaneously
- Excellent written and verbal communication skills
- Ability to work independently and solve problems proactively
Preferred
- Some experience in apparel production, sourcing, logistics, or supply chain management
- Some experience working with overseas factories
- Familiarity with EDI systems or P.O. systems
- Experience with Oracle, RedHorse, InfoCon, or similar ERP/production software
- Knowledge of retail compliance requirements
- Understanding of apparel manufacturing processes
What We're Looking For
The ideal candidate is highly organized, dependable, detail-oriented, and comfortable managing multiple projects at once. This position requires someone who can take ownership of production processes, communicate effectively with factories and logistics partners, and ensure that products move smoothly from purchase order to final shipment.
Compensation & Benefits
- Starting pay: $18.00 – $24.00 per hour, based on experience
- Opportunity for advancement and increased responsibility
- Stable, growing apparel company
- Hands-on exposure to all aspects of apparel production, sourcing, and logistics
- Collaborative and supportive work environment
- We will provide training and ongoing support
If you thrive in a fast-paced apparel environment and enjoy coordinating production from start to finish, we would love to hear from you.
Job Type: Full-time
Pay: $18.00 - $24.00 per hour
Application Question(s):
- How many years of administrative duties and data entry experience do you have?
Experience:
- Excel & Microsoft Applications: 1 year (Preferred)
- Apparel : 1 year (Preferred)
- ERP Software: 1 year (Preferred)
Work Location: In person
