Coordinate day-to-day supplier communications across China and India, track 5-15 active POs per supplier, monitor deposits/payments, maintain timelines in ClickUp and the company's ERP/PLM/PMS, produce daily status summaries, escalate risks, and keep accurate spreadsheets and documentation for production and finance alignment.
About the Client
A fast-growing, US-based e-commerce consumer goods brand specializing in premium smoking accessories and curated subscription boxes. They design in-house, manufacture with international partners in China and India, and operate at high volume with frequent product launches. The team is operations-driven, uses a custom ERP/PLM and ClickUp, and values clear written communication and on-time delivery.
Why does this role exist?
s the company scales SKUs and production runs, they need a dedicated full-time coordinator to own day-to-day supplier communications, keep purchase orders and timelines on track, and ensure internal visibility across production and payments. This role centralizes WeChat/email follow-ups, keeps the PMS/PLM data accurate and current, and escalates risks early so decisions can be made quickly. The goal is to reduce delays, improve on-time delivery, and streamline coordination with finance—without the assistant processing payments directly.
The Impact you’ll make
Supplier Communication and Relationship Management
- Maintain daily WeChat and email communication with suppliers in China and India on timelines, order updates, and issue resolution
- Clarify requirements, confirm ETDs/ETAs, and document changes and commitments in writing
- Proactively identify risks or delays and confirm supplier recovery plans
Purchase Order and Payment Tracking
- Follow up weekly on 5–15 active POs per supplier; confirm milestones (deposit posted, production start, QC date, ship date)
- Track deposits, balances, and due dates; coordinate with finance to ensure correct, on-time payments
- Maintain a clean log of PO status, payment terms, and any revisions
Production and Project Management
- Monitor projects from development through production and delivery, maintaining accurate timelines
- Update ClickUp tasks and the PMS with supplier updates, dates, and attachments
- Partner with internal stakeholders to align on priorities, shipping windows, and handoffs
Reporting and Escalation
- Send a concise daily morning summary to Randall with key updates, risks, and decisions needed
- Escalate delays, quality concerns, or scope changes promptly with context and options
- Maintain spreadsheets/dashboards for at-a-glance PO and timeline health
Systems and Data Integrity
- Enter and update data in the company’s custom ERP/PLM and PMS accurately and on time
- Adhere to the PO workflow and approval process; potentially graduate to creating/editing POs
- Organize files, confirmations, and correspondence for full auditability
Skills, Knowledge and Expertise
Required:
- Proven experience working directly with suppliers/manufacturers in procurement or supply chain
- Baseline understanding of product manufacturing flow from development to delivery
- Hands-on experience managing purchase orders and supplier payment terms
Your superpowers are...
- Technical: WeChat and email etiquette, ClickUp familiarity, strong spreadsheet skills (tracking, filters, lookups), comfort with ERP/PLM systems, meticulous data entry
- Operational: Relentless follow-up discipline, deadline tracking, prioritization, and organization across multiple suppliers/POs
- Communication: Clear, concise status writing; ability to distill long threads into actionable summaries
- Judgment: Knows when to escalate, presents options, and anticipates downstream impacts
- Interpersonal: Cultural awareness/time-zone sensitivity, calm under pressure, solutions-focused mindset
WFH Set-Up:
- Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
- Internet speed of at least 40MBPS
- Headset with an extended mic that has noise cancellation and a webcam
- Back-up computer and internet connection
- Quiet, dedicated workspace at home
You should apply if...
- You thrive on keeping moving parts organized and take pride in on-time, error-free execution
- You’re proactive, love closing loops with suppliers, and escalate early with clear options
- You’re comfortable with text-first communication, fast-paced e-commerce operations, and the smoking accessories consumer goods category
- You enjoy transforming updates into clean dashboards and daily summaries
- You want to grow in procurement/supply chain and are eager to learn custom systems and workflows
What to expect...
Work Setup:
- Remote position
- Must have a reliable internet connection and a quiet workspace
- Required to provide own computer with Intel Core i5 or something similar or higher operating system
Working Hours:
- 40 hours per week
- Monday–Friday, 8:00am to 5:00pm Pacific Time
Compensation:
- $6 per hour
- No benefits package included
Benefits
About
Magic has connected top remote talent with fast-growing businesses for over 10 years.Founded in San Francisco in 2015, we now have thousands of remote workers around the world. Magic is backed by Sequoia Capital and Y Combinator.
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