Buying Coordinator, Valuetainment at Valuetainment

Fort Lauderdale, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

31 Jul, 26

Salary

0.0

Posted On

02 May, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Project management, Purchase order management, Vendor communication, Microsoft Excel, Data analysis, Inventory management, E-commerce operations, Merchandising, PowerPoint, Adobe Acrobat, Logistics coordination, Process improvement, Reporting, Time management, Attention to detail

Industry

Media Production

Description

Details matter. You would rather do it right the first time than re-do it later. You have high standards, and you’re willing to roll up your sleeves to ensure quality. Hello Buying Coordinator! Join us. The Buying Coordinator is the operational backbone of the Future Looks Bright (FLB) team. This role is essential to keeping our merchandising engine running. He/She owns the administrative, project management, and coordination functions that allow the broader team to execute at a high level. The Buying Coordinator works closely with the Director of Merchandising and the Buyer to ensure that every product, vendor, order, and project moves forward on time. Job Responsibilities Project Management and Calendar Coordination Maintain and manage the master merchandising calendar including product development milestones, sample due dates, production deadlines, launch dates, and event timelines Build and track time and action calendars (Monday.com) for all active projects across categories, vendors, and channels Send proactive reminders and status updates to internal stakeholders and external vendors ahead of every deadline Identify schedule risks early and flag to the Director of Merchandising with proposed solutions Maintain a real-time dashboard of all open projects, action items, and owners across the team Coordinate cross-functional meetings including preparing agendas, distributing notes, and tracking follow-through on action items Purchase Order and Vendor Administration Create, issue, and track all purchase orders from inception through delivery confirmation Maintain accurate PO files including quantities, colorways, sizes, pricing, payment terms, and delivery dates Follow up with domestic and international vendors (Italy, Portugal, Peru) on production updates, shipment status, and document requirements Coordinate vendor onboarding including supplier setup forms, W-9s, banking details, payment term agreements, and compliance documentation Maintain organized vendor contact directories and communication logs Process invoices for payment and coordinate with finance on payment scheduling and reconciliation Track and file all samples, approvals, tech packs, and quality sign-offs Product Data and Item Setup Set up and maintain accurate product listings across the Valuetainment store and internal systems including product names, descriptions, sizing, pricing, imagery, and inventory levels Ensure all pre-order and back-order items reflect accurate shipping lead times at point of checkout Coordinate with the marketing and creative teams to ensure product photography and copy are delivered on time for all launches Maintain the product master file with up-to-date specs, costs, retail prices, and margin data Audit product pages regularly for accuracy and flag discrepancies immediately Fulfillment and 3PL Coordination Serve as the daily operational liaison with the fulfillment partner (3PL) tracking inbound receipts, order processing, and outbound shipments Monitor SOP compliance, same-day shipping windows, order accuracy rates, and customer notification timing Escalate fulfillment issues to the Director of Merchandising with full documentation and recommended resolution Maintain shipment tracking logs and coordinate proactive customer communication on delayed orders Coordinate carton-level detail for all inbound shipments including packing lists, ASNs, and receiving confirmations Live Event and Conference Coordination Manage all logistics and administrative coordination for merchandise activations at Valuetainment live events including the Vault Conference, SLS, and PBD live shows Coordinate event-specific POs, direct-to-venue shipping arrangements, and on-site inventory documentation Prepare event merchandise kits, VIP gifting packages, and speaker gifting logistics Track sell-through at events and report results post-event to the merchandising team Maintain event merchandise checklists and post-event recaps for continuous improvement Reporting and Analytics Support Pull and distribute weekly sales, inventory, and sell-through reports by category and channel Support financial planning by maintaining accurate receipt tracking and cost data Build and manage reorder tracking logs, flagging styles approaching reorder thresholds Assist in preparing presentation materials for merchant reviews, PBD updates, and team meetings General Administrative Support Manage sample room organization including intake, labeling, storage, and disposition of all samples Coordinate domestic and international shipping of samples, press kits, and product to vendors, partners, and talent Maintain organized digital filing systems for all contracts, vendor agreements, tech packs, and correspondence Support the team with research, competitive shopping, and market analysis as needed Prepare meeting materials, reports, and brand presentations in PowerPoint and Excel Job Requirements 1–3 years of experience in merchandising, buying, retail operations, e-commerce, or project coordination Experience with purchase order management and vendor communication Familiarity with e-commerce platforms and fulfillment operations is a plus Event coordination or retail activation experience is a bonus 4 Year Degree a plus Expert-level Microsoft Excel including pivot tables, VLOOKUP, basic financial modeling Proficiency in PowerPoint and Adobe Acrobat Outstanding organizational skills; the ability to manage multiple workstreams simultaneously without losing track of any detail Clear, professional written communication; emails and reports are clean, concise, and error-free Systems thinker who can build processes, create templates, and improve workflows instinctively Must have the ability to work with urgency; you treat deadlines as commitments and self-manage without needing to be reminded Must have an ownership mentality; you never say "that's not my job" when something needs to get done Must be a proactive communicator; you surface problems early and come with solutions, not just issues Must possess a high attention to detail; you catch errors before they become problems Must be collaborative; you make the people around you better organized and more effective Must be coachable and hungry; you want to grow and are willing to put in the work to do it Compensation: Salary + Performance-Based Bonus, Comprehensive Benefits Package. Final compensation will be determined based on experience and skills and may vary from the range listed above. https://www.youtube.com/c/valuetainment Valuetainment is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

Responsibilities

The Buying Coordinator manages the master merchandising calendar, tracks purchase orders, and coordinates with vendors to ensure timely product delivery. They also oversee fulfillment operations, maintain product data, and support live event logistics.