Operations & Logistics Assistant

UFACTORY; New York (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

UFactory, a NYC-based collaborative robotic arm manufacturer, seeks an organized operations & logistics assistant to keep our fast-moving operations running smoothly. You will prepare quotes and invoices in QuickBooks Online, track receivables, coordinate shipments and show logistics, and maintain inventory across multiple systems.

The role demands strong written communication, exceptional organization, and comfort with shipping docs; lifting up to 50 lbs is required.

Qualifications

• 2+ years in admin, operations, or logistics support.
• Experience with QuickBooks Online.
• Comfortable coordinating freight/shipping and reading shipping docs.
• Strong written communication and emailing customers/vendors.
• Highly organized with ability to juggle multiple deadlines.
• Proficient with spreadsheets (Excel/Google Sheets).
• Must be able to lift up to 50 lbs.

Responsibilities

• Prepare quotes and invoices in QuickBooks Online
• Track receivables and follow up on overdue payments
• Submit invoices through procurement portals (Ariba, Transcepta, Paymode, etc.)
• Coordinate shipments via FedEx, UPS, and LTL freight
• Prepare shipping docs and customs paperwork for international orders
• Track shipments and resolve delivery issues
• Maintain inventory and reconcile against orders
• Coordinate freight/drayage with show contractors (e.g., GES)
• Manage booth shipping timelines and on-site logistics
• Track show budgets, deadlines, and vendor forms
• Keep records organized across QuickBooks, HubSpot, and shared trackers
• Support vendor/customer correspondence and ad hoc projects

Skills

QuickBooks Online

Freight coordination

Admin experience

Multitasking

Written communication

Excel/Sheets

Inventory reconciliation

Vendor relations

Tools

HubSpot

Job description

UFactory is a collaborative robotic arm manufacturer (xArm 5, 6, 7, Lite 6, UFACTORY 850). Our customers range from national research labs like Argonne, Oak Ridge, and Brookhaven to top universities and industrial systems integrators. We're a small, fast-moving team based in NYC, and we're looking for an organized, reliable operations & logistics assistant to keep our operations running smoothly.

What you'll do:

• Prepare quotes and invoices in QuickBooks Online
• Track receivables and follow up on overdue payments
• Submit invoices through customer procurement portals (Ariba, Transcepta, Paymode, etc.)
• Coordinate shipments via FedEx, UPS, and LTL freight
• Prepare shipping docs and customs paperwork for international orders
• Track shipments and resolve delivery issues
• Maintain inventory and reconcile against orders
• Coordinate freight/drayage with show contractors (e.g., GES)
• Manage booth shipping timelines and on-site logistics
• Track show budgets, deadlines, and vendor forms
• Keep records organized across QuickBooks, HubSpot, and shared trackers
• Support vendor/customer correspondence and ad hoc projects

What we're looking for:

• 2+ years in admin, operations, or logistics support
• Experience with QuickBooks Online (or similar)
• Comfortable coordinating freight/shipping and reading shipping docs
• Strong written communication — you'll be emailing customers and vendors directly
• Highly organized and able to juggle multiple deadlines
• Solid with spreadsheets (Excel/Google Sheets)
• Must be able to lift up to 50 lbs

Nice to have:

• HubSpot or CRM experience
• International shipping/customs exposure
• Trade show or event logistics experience