Administrative Assistant

Aquent; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Aquent in New York seeks a procurement coordinator to ensure smooth inbound shipments, PO management, and cross‑functional collaboration with Marketing and Accounts Payable. You will track deliveries, resolve discrepancies, and support budget reporting.

The role emphasizes attention to detail, issue resolution, and timely communication with vendors and internal teams in a fast-paced environment.

Qualifications

• Proven experience in business coordination, executive assistance, or a similar role with a strong focus on operational support.
• Exceptional organizational skills with meticulous attention to detail and tracking of shipments and POs.
• Strong communication and interpersonal skills to collaborate with freight forwarders, marketing, and Accounts Payable.
• Demonstrated problem-solving abilities, especially in resolving receiving issues and invoice discrepancies.
• Familiarity with procurement processes, including issuing POs and auditing standards.

Responsibilities

• Manage and track all inbound international shipments, including freight forwarders and PODs.
• Share weekly shipment status reports with the Marketing team.
• Maintain team status reports for all projects and POs with delivery dates.
• Generate and issue purchase orders with quotes, approvals, and compliance.
• Act as primary contact for resolving receiving discrepancies and provide documentation.
• Request and approve expedited services and coordinate with suppliers.
• Facilitate vendor payments by collaborating with Accounts Payable and reviewing invoices.
• Prepare quarterly and annual spend reports for project management.
• Support project procurement for recurring items such as color accessories and gifts.

Skills

Business coordination

Executive assistance

Operational support

Strong organizational skills

Effective communication

Job description

Are you ready to make a tangible impact on supply chain efficiency and operational excellence within a dynamic global brand? This pivotal role offers the opportunity to be the central hub for critical business operations, ensuring smooth procurement, delivery, and financial processes. You will be instrumental in keeping projects on track, resolving complex issues, and contributing to the seamless flow of goods that bring innovative products to market. Your meticulous attention to detail and proactive problem-solving will directly support marketing initiatives and overall business objectives, making you an indispensable part of the team’s success.

Key Responsibilities

• Manage and track all inbound international shipments, including status with freight forwarders, confirming delivery dates, rerouting goods as needed, and obtaining Proof of Deliveries (PODs).
• Share weekly shipment status reports with the Marketing team, providing essential updates and insights.
• Maintain comprehensive team status reports for all projects, meticulously tracking purchase orders (POs) and delivery dates.
• Generate and issue purchase orders, ensuring strict adherence to auditing standards, including quotes, approvals, and compliance requirements.
• Act as a primary point of contact for resolving receiving discrepancies, providing necessary documentation to assist receiving teams in locating delivered goods.
• Request and approve expedited services when necessary, collaborating with suppliers to ensure all goods are delivered in full and PIM documents are completed accurately.
• Facilitate smooth vendor payments by collaborating with the Accounts Payable team, entering confirmations for non-stock POs, reviewing invoices for accuracy, and resolving parked or blocked invoices.
• Prepare detailed quarterly and annual spend reports, providing crucial financial insights for project management.
• Support project procurement for recurring items such as color accessories, basic glorifiers, and gift-with-purchase items.
• Assist in sourcing new promotional materials, contributing to marketing and brand initiatives.

Qualifications

• Proven experience in business coordination, executive assistance, or a similar role with a strong focus on operational support.
• Exceptional organizational skills and meticulous attention to detail, particularly in tracking shipments, managing POs, and maintaining project status reports.
• Strong communication and interpersonal skills to effectively collaborate with freight forwarders, marketing, receiving teams, suppliers, and Accounts Payable.
• Demonstrated problem-solving abilities, especially in resolving receiving issues and invoice discrepancies.
• Familiarity with procurement processes, including issuing POs and ensuring compliance with auditing standards.
• Ability to manage multiple tasks and priorities in a fast-paced environment.