Supply Chain Coordinator / Procurement Assistant - Freelance, Remote

About the Client

A fast-growing, US-based e-commerce consumer goods brand specializing in premium smoking accessories and curated subscription boxes. They design in- house, manufacture with international partners in China and India, and operate at high volume with frequent product launches. The team is operations-driven, uses a custom ERP/PLM and ClickUp, and values clear written communication and on-time delivery.

Why does this role exist?

s the company scales SKUs and production runs, they need a dedicated full-time coordinator to own day-to-day supplier communications, keep purchase orders and timelines on track, and ensure internal visibility across production and payments. This role centralizes WeChat/email follow-ups, keeps the PMS/PLM data accurate and current, and escalates risks early so decisions can be made quickly. The goal is to reduce delays, improve on-time delivery, and streamline coordination with finance—without the assistant processing payments directly.

The Impact you’ll make

Supplier Communication and Relationship Management

• Maintain daily WeChat and email communication with suppliers in China and India on timelines, order updates, and issue resolution
• Clarify requirements, confirm ETDs/ETAs, and document changes and commitments in writing
• Proactively identify risks or delays and confirm supplier recovery plans

Purchase Order and Payment Tracking

• Follow up weekly on 5–15 active POs per supplier; confirm milestones (deposit posted, production start, QC date, ship date)
• Track deposits, balances, and due dates; coordinate with finance to ensure correct, on-time payments
• Maintain a clean log of PO status, payment terms, and any revisions

Production and Project Management

• Monitor projects from development through production and delivery, maintaining accurate timelines
• Update ClickUp tasks and the PMS with supplier updates, dates, and attachments
• Partner with internal stakeholders to align on priorities, shipping windows, and handoffs

Reporting and Escalation

• Send a concise daily morning summary to Randall with key updates, risks, and decisions needed
• Escalate delays, quality concerns, or scope changes promptly with context and options
• Maintain spreadsheets/dashboards for at-a-glance PO and timeline health

Systems and Data Integrity

• Enter and update data in the company’s custom ERP/PLM and PMS accurately and on time
• Adhere to the PO workflow and approval process; potentially graduate to creating/editing POs
• Organize files, confirmations, and correspondence for full auditability

Skills, Knowledge and Expertise

Required:

• Proven experience working directly with suppliers/manufacturers in procurement or supply chain
• Baseline understanding of product manufacturing flow from development to delivery
• Hands-on experience managing purchase orders and supplier payment terms

Your superpowers are...

• Technical: WeChat and email etiquette, ClickUp familiarity, strong spreadsheet skills (tracking, filters, lookups), comfort with ERP/PLM systems, meticulous data entry
• Operational: Relentless follow-up discipline, deadline tracking, prioritization, and organization across multiple suppliers/POs
• Communication: Clear, concise status writing; ability to distill long threads into actionable summaries
• Judgment: Knows when to escalate, presents options, and anticipates downstream impacts
• Interpersonal: Cultural awareness/time-zone sensitivity, calm under pressure, solutions-focused mindset

WFH Set-Up:

• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

You should apply if...

• You thrive on keeping moving parts organized and take pride in on-time, error-free execution
• You’re proactive, love closing loops with suppliers, and escalate early with clear options
• You’re comfortable with text-first communication, fast-paced e-commerce operations, and the smoking accessories consumer goods category
• You enjoy transforming updates into clean dashboards and daily summaries
• You want to grow in procurement/supply chain and are eager to learn custom systems and workflows

What to expect...

Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

• 40 hours per week
• Monday–Friday, 8:00am to 5:00pm Pacific Time

Compensation:

• $6 per hour
• No benefits package included

Benefits