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.