Production Project Coordinator

Accountabilities:

• Process newly approved orders promptly in the order management system and maintain accurate, up-to-date information across all open production orders.
• Submit orders to the appropriate manufacturers and vendors, verifying specifications, quantities, pricing, and required ship dates before production begins.
• Monitor the daily status of open orders, proactively identify delays, errors, and potential risks, and escalate issues early to the appropriate internal stakeholders.
• Prepare and distribute daily production status reports that clearly identify orders that are on track, delayed, or require immediate attention.
• Maintain a complete and accurate documentation trail for every order, including purchase orders, vendor proformas, invoices, shipping updates, tracking information, and shipping methods.
• Review vendor invoices against purchase orders and proformas, coordinating with Finance to ensure invoices are accurate and vendor payments are processed correctly and on time.
• Act as the primary day-to-day contact for vendors regarding order questions, changes, outstanding information, production updates, and follow-ups.
• Use AI tools to manage high order volumes more effectively, including summarizing order status, identifying document discrepancies, and drafting vendor communications.
• Identify recurring operational issues and recommend process improvements that reduce errors, prevent delays, and make production workflows more efficient.
• Maintain clear next steps for outstanding and at-risk orders, ensuring assigned orders continue progressing without requiring repeated reminders or supervision.

Requirements:

• At least 2 years of hands-on experience in order management, production coordination, purchasing, or a comparable operational role.
• Exceptional organizational skills with the ability to manage dozens of simultaneous orders across multiple vendors while maintaining clear visibility into the status and next steps of each order.
• Strong attention to detail and the ability to identify issues such as incorrect quantities, pricing discrepancies, missing documentation, or inconsistencies between purchase orders and vendor proformas.
• A strong ownership mindset focused on keeping orders accurate and moving forward rather than simply updating their status, with a commitment to documentation, follow-up, and timely escalation.
• Strong sense of urgency, responsiveness, and follow-through, with the ability to pursue outstanding information and prevent orders from becoming idle due to unresolved questions.
• Sound judgment when balancing competing deadlines, including the ability to prioritize effectively, resolve routine issues independently, and escalate more complex matters when appropriate.
• Ability to work proactively and independently, meet commitments, close open items, and maintain accountability without constant supervision.
• Comfort using AI tools in day-to-day work, with an interest in applying technology to improve productivity, identify errors, and manage large volumes of information.
• Strong written communication skills for clear, professional, and persistent communication with vendors and internal stakeholders.
• Ability to learn new software and systems quickly, with training provided on the proprietary order management platform.
• Experience with Finance or Accounts Payable, including invoice matching, vendor payments, or account reconciliation, is an advantage.
• Experience working with manufacturers, particularly overseas or multi-vendor production environments, is a plus.
• Familiarity with shipping methods, freight processes, and tracking logistics is desirable.
• Willingness to work US business hours as required by the role.

Benefits:

• Full-time remote position for candidates based in India.
• Opportunity to work in a high-volume, fast-paced production and order management environment.
• Hands-on exposure to order management, purchasing, vendor coordination, production tracking, shipping, invoicing, and finance processes.
• Opportunity to work with multiple manufacturers and vendors across complex production workflows.
• Practical experience using AI tools to improve operational efficiency, automate routine work, and identify potential errors.
• Training provided on the proprietary order management system.
• Opportunity to contribute directly to process improvements and build more scalable and efficient operational workflows.
• High level of ownership and autonomy, with responsibility for driving assigned orders forward from approval through shipment and payment.