Project Coordinator Executive Assistant Jobs (NOW HIRING)

Job Title: Business Coordinator / Executive Assistant
Location: El Segundo, CA 90245
Work Schedule: Hybrid (3 days onsite)
Pay Rate: $29/hour on w2
Duration: 12-month contract with possible extension
Job Summary
We are seeking a highly organized Business Coordinator / Executive Assistant to support procurement, logistics, project coordination, and vendor management activities. This role requires strong attention to detail, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will work cross-functionally with Marketing, Logistics, Accounts Payable, and suppliers to ensure projects and shipments stay on schedule.
Key Responsibilities
Logistics & Shipment Coordination
Track inbound international shipments and coordinate with freight forwarders.
Monitor shipment status, confirm delivery dates, and reroute shipments when necessary.
Obtain Proof of Delivery (POD) documentation.
Prepare and distribute weekly shipment status reports to internal stakeholders.
Purchase Order & Procurement Support
Create and manage Purchase Orders (POs).
Ensure POs meet internal audit requirements, including approvals and supporting documentation.
Procure repeat items and assist with sourcing new promotional products.
Project Coordination
Maintain project trackers, including purchase orders, delivery schedules, and key milestones.
Coordinate timelines and ensure project deliverables remain on schedule.
Collaborate with internal teams and external vendors to support project execution.
Receiving & Vendor Support
Resolve receiving issues by coordinating with logistics providers and warehouse teams.
Ensure complete and timely delivery of goods from suppliers.
Request and coordinate expedited shipping when needed.
Ensure required product information and documentation are completed.
Accounts Payable & Reporting
Partner with Accounts Payable to ensure timely vendor payments.
Review invoices for accuracy and resolve invoice discrepancies.
Process confirmations for non-stock purchase orders.
Track quarterly spending and prepare annual spend reports.
Qualifications
2+ years of experience in Business Coordination, Project Coordination, Procurement, Supply Chain, Operations, or Executive Support.
Experience managing Purchase Orders and vendor communications.
Knowledge of logistics, shipment tracking, and inventory coordination.
Experience working with Accounts Payable and invoice reconciliation.
Strong organizational, multitasking, and project coordination skills.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office, especially Excel.
Experience with ERP systems (SAP, Oracle, or similar) is preferred.
Preferred Skills
Purchase Order (PO) Management
Vendor & Supplier Coordination
Shipment Tracking & Freight Coordination
Logistics & Inventory Management
Accounts Payable Support
Invoice Processing & Reconciliation
Spend Reporting
Project Coordination
Procurement & Sourcing
ERP Systems (SAP, Oracle, etc.)
Advanced Excel
Cross-functional Collaboration
About Us:
Founded in 2009, IntelliPro stands as a global leader in talent acquisition and HR solutions. Our commitment to delivering unparalleled service to clients, fostering employee growth, and building enduring partnerships sets us apart. With a dynamic presence in the USA, China, Canada, Singapore, Philippines, UK, India, Netherlands, and Germany, we continue to lead the way in global talent solutions.
IntelliPro, a global leader in connecting individuals with rewarding employment opportunities, is dedicated to understanding your career aspirations. As an Equal Opportunity Employer, IntelliPro values diversity and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or any other legally protected group status. Moreover, our Inclusivity Commitment emphasizes embracing candidates of all abilities and ensures that our hiring and interview processes accommodate the needs of all applicants. Learn more about our commitment to diversity and inclusivity at https://intelliprogroup.com/.
Compensation: The pay offered to a successful candidate will be determined by various factors, including education, work experience, location, job responsibilities, certifications, and more. Additionally, IntelliPro provides a comprehensive benefits package, all subject to eligibility.