Production/Operations Assistant

ICON Luxury Group; New York (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

ICON Luxury Group is seeking a highly organized Production & Operations Assistant to support our day-to-day production, logistics, and operations. This role is ideal for someone who enjoys working with data, staying organized and managing multiple tasks at a time.

You will play a key role in keeping production schedules, shipments, documentation, and vendor communications running smoothly, with a focus on accurate records and proactive follow-up.

Qualifications

• Advanced Excel with filtering, sorting, and conditional formatting.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication.
• Highly organized with multi-priority management.
• Self-motivated with strong follow-through.
• Proficient with Outlook or Gmail and cloud storage platforms.

Responsibilities

• Track production orders from confirmation through final shipment.
• Maintain daily production status reports.
• Reconcile quantities against factory confirmations and shipping documents.
• Prepare production orders, packing lists, and proforma invoices using company templates.
• Monitor sample requests, shipments, tracking numbers, and delivery status.
• Draft professional emails to vendors, factories, freight forwarders, and internal teams.
• Follow up on outstanding requests and maintain action-item lists until resolved.
• Coordinate with overseas suppliers across multiple time zones.
• Organize files and maintain accurate records.

Skills

Excel

Attention to detail

Organizational skills

Communication

Tools

Outlook

Google Drive

SharePoint

Dropbox

Job description

ICON Luxury Group is seeking a highly organized, detail-oriented Production & Operations Assistant to support our day-to-day production , logistics, and operations.

This role is ideal for someone who enjoys working with data, staying organized and managing multiple tasks at a time.

You will play a key role in keeping production schedules, shipments, documentation, and vendor communications running smoothly. Success in this position means maintaining accurate records, tracking deadlines, following up proactively, and ensuring information is always organized and up to date.

If you are a self-starter, someone who enjoys solving problems, working with Excel, and keeping complex projects organized, this could be a great opportunity for you!

Key Responsibilities:

• Track production orders from confirmation through final shipment
• Maintain and update production status reports daily
• Reconcile quantities against factory confirmations, invoices, and shipping documents
• Prepare production order sheets, packing lists, and proforma invoices using company templates
• Monitor sample requests, shipments, tracking numbers, and delivery status

Excel & Data Management

• Build, maintain, and update production , inventory, and pricing spreadsheets
• Cross-reference multiple Excel files to identify discrepancies, missing information, duplicate style numbers, pricing errors, or quantity mismatches
• Maintain consistent file structures and formatting
• Create reports, summaries, and pivot table analyses as requested
• Maintain accurate product information including style numbers, colors, sizes, materials, UPCs, and product classifications

Shipping & Logistics

• Track container and air shipments from factory through final delivery
• Monitor freight and courier tracking numbers and update estimated arrival dates
• Maintain shipment calendars and key milestone dates
• Organize shipping documents including invoices, packing lists, bills of lading, and customs paperwork
• Follow up with factories, freight forwarders, and warehouses to ensure shipments stay on schedule

Communication & Coordination

• Draft professional emails to vendors, factories, freight forwarders, and internal teams
• Follow up on outstanding requests and maintain action-item lists until resolved
• Summarize lengthy email conversations into clear next steps
• Coordinate with overseas suppliers across multiple time zones

Organization & Administrative Support

• Maintain daily and weekly task lists independently
• Track deadlines and proactively elevate potential delays
• Organize shared folders and maintain logical file structures
• Archive completed projects while keeping active files organized and accessible
• Prepare recurring operational reports on schedule

Qualifications Required

• Advanced Microsoft Excel skills, including:
• Filtering and Sorting
• Conditional Formatting
• Basic formulas
• Excellent attention to detail and accuracy
• Strong written and verbal communication skills
• Highly organized with the ability to manage multiple priorities
• Self-motivated with excellent follow-through
• Comfortable identifying issues and asking questions when clarification is needed
• Proficient with Outlook or Gmail, calendars, and cloud-based file management platforms such as Google Drive, SharePoint, or Dropbox

Preferred

• Experience with production , sourcing, supply chain, logistics, or operations
• Familiarity with HTS codes, duty rates, FOB/LDP pricing, and proforma invoices
• Experience working with major retailers and vendor compliance requirements
• Knowledge of UPC/barcode systems and carton labeling
• Experience working with overseas factories, particularly in Asia