Production Coordinator

Role: Production Operations Coordinator

Location: Hybrid 4 days per week at New York - 1755 Broadway - 10019

Duration: 6 Months

Type: Contract opportunity offering high chances of extension

Description:

Job Summary:

The Production Operations coordinator supports the end-to-end production process by overseeing the execution, tracking, and fulfilment of all manufacturing orders from placement through final delivery. This role ensures accurate and timely movement of goods across vendors, production facilities, and fulfilment centers, maintaining alignment between internal stakeholders, logistics partners, and finance. The coordinator is responsible for maintaining visibility to all inbound and outbound shipments, driving KPIs for On-Time Delivery and end-to-end cycle time, and ensuring all documentation and ERP updates are accurate and current.

Responsibilities:

• Pull and maintain accurate records of retailer POs (focus ownership on Hot Topic, Box Lunch, Torrid) Enter and maintain updates for each style in Navision system or shared drives
• perform daily tracking of goods on order, in progress (WIP) and in-transit to ensure timely delivery Follow-up with vendors, factories and Design/Merchandising as needed and in support of the Production Manager
• Work in the Navision system helping to create Product Set up pages, SKUS and Purchase orders
• File and maintain records of purchase orders (POs) receive and track all pre- production samples and stock deliveries
• Coordinate the process of invoices and coding and work with finance to ensure timely payment of vendors and billing
• Assist with billing of Premium Supply Channel
• Provide general administrative support to the team as needed
• Contribute positively to team dynamic and manage up where necessary

Job Functions:

• Oversee complete delivery of shipments and receipts of all products, materials, and supplies for Retail [Hot Topic, Torrid, Box Lunch, primarily]
• Enter and maintain updates for each style and order in Navision (ERP) or shared drives; track goods on order, in production (WIP), and in transit to ensure timely delivery.
• Maintain accurate log sheets and dashboards of daily movements and transactions within product management systems and ERP.
• Inspect shipment packing lists and verify against invoices, or orders to confirm accuracy.
• Provide tracking visibility and enforce ASN protocol to ensure all inbound and outbound shipments are properly logged and visible to downstream teams.
• Perform goods receipt on all incoming products and components into the ERP system.
• Follow up with vendor and 3PL partners to ensure on-time shipment and accurate delivery documentation.
• Coordinate invoice and coding processes with Finance to ensure accurate and timely payment of vendors.
• Collaborate cross-functionally with Product Development, Logistics, Finance, and Retail Sakes to resolve issues such as shortages, damages, or specification discrepancies.
• Maintain an organized view of outstanding production orders and related unfulfilled shipments.
• Provide general administrative and reporting support for production and order management activities.
• Contribute positively to team dynamics and support management initiatives to improve efficiency and workflow.

Job Requirements:

Skills & Abilities:

• Experience in Navision (Microsoft Dynamics) or similar ERP system preferred
• Proficient in Excel, including V-lookups and Pivot Tables
• Proficient in Microsoft Office and Adobe products
• Strong attention to detail and organizational skills
• Ability to work in fast-paced, deadline-driven environment
• Excellent communication and cross-functional collaboration skills

Education:

• College degree preferred