Operations and Executive Assistant

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

Job summary

Sbhonline is seeking an organized Operations & Executive Assistant in New York, NY with a flexible hybrid schedule. You will support executive leadership, manage communications, and oversee day-to-day operations to ensure smooth order processing and reporting.

The role requires strong attention to detail, excellent communication, and the ability to multitask in a dynamic wholesale environment. Proficiency with MS Office and QuickBooks is valued, with room to grow alongside a lean team.

Qualifications

• Excellent written and verbal communication.
• Exceptional organizational skills with attention to detail.
• Ability to multitask in a fast-paced environment and manage competing priorities.
• Proficiency with Microsoft Outlook, Excel, Word, and PowerPoint.
• Experience with QuickBooks Desktop Premier 2024 is strongly preferred.
• Experience with warehouse management systems such as Coreflex is a plus.

Responsibilities

• Manage executive email communications and act as first point of contact for customers, factories, suppliers, and warehouse partners.
• Respond to customer inquiries regarding order status, delivery schedules, inventory availability, and fulfillment updates.
• Process incoming customer orders received by email or text and prepare accurate purchase orders.
• Enter vendor purchase orders into QuickBooks and maintain accurate order documentation.
• Generate UPS and FedEx shipping labels and coordinate outbound shipments with warehouse staff.
• Communicate regularly with warehouse partners regarding order fulfillment, shipping questions, and inventory updates.
• Track customer orders from placement through delivery to ensure timely fulfillment.
• Maintain organized digital records, documentation, and operational files.
• Assist leadership with product development by reviewing packaging layouts, print proofs, and production materials.
• Evaluate product samples for quality, color accuracy, sizing, packaging, and overall presentation.
• Coordinate daily operational tasks and proactively identify opportunities to improve efficiency.
• Provide executive and administrative support on special projects as assigned.

Skills

Communication

Organization

Multitasking

Attention to detail

Tech literacy

Tools

Microsoft Outlook

Excel

Word

PowerPoint

QuickBooks Desktop Premier 2024

Coreflex

Job description

Operations & Executive Assistant

Location: New York, NY / Summers: Deal, NJ
Employment Type: Full-Time, Flexible Hybrid Schedule
Schedule: Monday through Friday – Standard Business Hours
Salary: Based on Experience

Position Overview

We are seeking a highly organized, tech-savvy, and proactive Operations & Executive Assistant to directly support executive leadership in a fast-paced wholesale business. This is a hands-on role for someone who enjoys wearing multiple hats, taking ownership of daily operations, and ensuring that customer orders, communications, and internal workflows run efficiently.

The ideal candidate is a self-starter with exceptional attention to detail, outstanding communication skills, and the ability to thrive in a dynamic, collaborative environment. As a key member of a lean team, you will play an essential role in keeping daily operations organized while allowing leadership to focus on strategic growth initiatives.

Responsibilities

• Manage executive email communications and serve as the first point of contact for customers, factories, suppliers, and warehouse partners.
• Respond to customer inquiries regarding order status, delivery schedules, inventory availability, and fulfillment updates.
• Process incoming customer orders received by email or text and prepare accurate purchase orders.
• Enter vendor purchase orders into QuickBooks and maintain accurate order documentation.
• Generate UPS and FedEx shipping labels and coordinate outbound shipments with warehouse staff.
• Communicate regularly with warehouse partners regarding order fulfillment, shipping questions, and inventory updates.
• Track customer orders from placement through delivery to ensure timely fulfillment.
• Maintain organized digital records, documentation, and operational files.
• Assist leadership with product development by reviewing packaging layouts, print proofs, and production materials.
• Evaluate product samples for quality, color accuracy, sizing, packaging, and overall presentation.
• Coordinate daily operational tasks and proactively identify opportunities to improve efficiency.
• Provide executive and administrative support on special projects as assigned.

Qualifications

• Excellent written and verbal communication skills.
• Exceptional organizational skills with outstanding attention to detail.
• Strong ability to multitask and manage competing priorities in a fast-paced environment.
• Proficiency with Microsoft Outlook, Excel, Word, and PowerPoint.
• Strong technology skills with the ability to quickly learn new software platforms.
• Experience with QuickBooks Desktop Premier 2024 is strongly preferred.
• Experience using warehouse management systems such as Coreflex is a plus.
• Previous experience in wholesale, importing, logistics, distribution, or supply chain operations is highly desirable.
• Process-oriented mindset with excellent follow-through and problem-solving abilities.
• Professional, dependable, and able to work independently while collaborating effectively with a small team.