Production/Operations Assistant

ICON Luxury Group is seeking a highly organized, detail-oriented Production & Operations Assistant to support our day-to-day production, logistics, and operations.

Are you the right applicant for this opportunity Find out by reading through the role overview below.
This role is ideal for someone who enjoys working with data, staying organized and managing multiple tasks at a time.
You will play a key role in keeping production schedules, shipments, documentation, and vendor communications running smoothly. Success in this position means maintaining accurate records, tracking deadlines, following up proactively, and ensuring information is always organized and up to date.
If you are a self-starter, someone who enjoys solving problems, working with Excel, and keeping complex projects organized, this could be a great opportunity for you!
Key Responsibilities:Production & Order ManagementTrack production orders from confirmation through final shipmentMaintain and update production status reports dailyReconcile quantities against factory confirmations, invoices, and shipping documentsPrepare production order sheets, packing lists, and proforma invoices using company templatesMonitor sample requests, shipments, tracking numbers, and delivery statusExcel & Data ManagementBuild, maintain, and update production, inventory, and pricing spreadsheetsCross-reference multiple Excel files to identify discrepancies, missing information, duplicate style numbers, pricing errors, or quantity mismatchesConsolidate data into master spreadsheetsMaintain consistent file structures and formattingCreate reports, summaries, and pivot table analyses as requestedMaintain accurate product information including style numbers, colors, sizes, materials, UPCs, and product classificationsShipping & LogisticsTrack container and air shipments from factory through final deliveryMonitor freight and courier tracking numbers and update estimated arrival datesMaintain shipment calendars and key milestone datesOrganize shipping documents including invoices, packing lists, bills of lading, and customs paperworkFollow up with factories, freight forwarders, and warehouses to ensure shipments stay on scheduleCommunication & CoordinationDraft professional emails to vendors, factories, freight forwarders, and internal teamsFollow up on outstanding requests and maintain action-item lists until resolvedSummarize lengthy email conversations into clear next stepsCoordinate with overseas suppliers across multiple time zonesOrganization & Administrative SupportMaintain daily and weekly task lists independentlyTrack deadlines and proactively escalate potential delaysOrganize shared folders and maintain logical file structuresArchive completed projects while keeping active files organized and accessiblePrepare recurring operational reports on scheduleQualifications RequiredAdvanced Microsoft Excel skills, including:XLOOKUP/VLOOKUPPivot xzbcwsv TablesFiltering and SortingConditional FormattingBasic formulasExcellent attention to detail and accuracyStrong written and verbal communication skillsHighly organized with the ability to manage multiple prioritiesSelf-motivated with excellent follow-throughComfortable identifying issues and asking questions when clarification is neededProficient with Outlook or Gmail, calendars, and cloud-based file management platforms such as Google Drive, SharePoint, or DropboxPreferredExperience with production, sourcing, supply chain, logistics, or operationsFamiliarity with HTS codes, duty rates, FOB/LDP pricing, and proforma invoicesExperience working with major retailers and vendor compliance requirementsKnowledge of UPC/barcode systems and carton labelingExperience working with overseas factories, particularly in AsiaGoogle Sheets experienceBasic automation experience using Excel macros or Python
Work Location: In personEOE