Inventory Coordinator

Position: Inventory Coordinator

Location: Apex, NC (On-site)

Department: Inventory and Planning

Reports to: VP of Planning

About Mary Square

Mary Square is a women-owned lifestyle and apparel brand inspiring women to live their yes. We offer apparel, statement jewelry, and meaningful gifts designed to uplift and connect. With bold original artwork and a passion for quality, we proudly serve over 4,000 boutiques across the U.S. As we continue to grow, we’re seeking a detail-driven Product Coordinator to support our Gift & Jewelry Product Development team and bring our collections to life.

Position Summary

The Inventory Coordinator supports the Planning team by managing purchase orders, tracking production, proofing product data, and assisting with inventory reviews across apparel, gift, and jewelry. This role works closely with Planning, Operations, and Product to make sure orders, vendors, and inventory flow are accurate and on time.

Responsibilities:

Accounts Payable and Purchase Orders

·       Use forecast files to fill in order quantity into line plans (including size allocations for apparel)

·       Create PO import files and distribute for review and upload

·       Check Purchase Orders for Accuracy after import

·       Issue Purchase Orders in Sage

·       Monitor and modify POs to reflect changes such as pricing or additional charges

Production Tracking and Vendor Communication

·       Track production timing and confirm delivery dates with suppliers

·       Follow up on production status, alerting the team to any delays or roadblocks

·       Lead the weekly production tracker call for Jewelry and Gift, reviewing PO status

Vendor Onboarding and Setup

·       Introduce new vendors and ensure they understand company processes

·       Distribute onboarding packets and set up vendors in Apprise and Sage

·       Act as point of contact for onboarding questions

Catalog and Product Data Proofing

·       Ensure product data accuracy across all systems

·       Proof Catalogs for product data for accuracy

·       Work with Product and Data teams to correct discrepancies

Inventory and Operations Support

·       Partner with VP of Planning on Inventory Support Tasks (TBD)

·       Generate order cancellation report and cancel orders as directed by VP of Planning

·      Build containers and shipments in Apprise and apply container and air shipment charges

·      Collect all documents and HTS codes for customs clearance

·      Processing collegiate licensing applications.

Compliance

·       Obtain and assign HTS codes for new piece types

·       Review current HTS codes to confirm accuracy and compliance

·       Maintain HTS spreadsheet and ensure codes are kept accurate in Apprise

Qualifications

• Bachelor’s degree in Business, Fashion Merchandising, or related field preferred

• 1–3 years of experience in product coordination, inventory, merchandising, or related role within fashion/lifestyle industry

• Highly organized with keen attention to detail

• Strong communication and collaboration skills

• Proficient in Microsoft Office (Excel, Word, PowerPoint); experience with product management software a plus

• Ability to multitask and meet tight deadlines in a fast-paced setting

• Familiarity with textiles, materials, and production processes is a plus

• Passion for lifestyle products and a keen eye for trends