Business Administrator

Dreamwear Inc•New York, NY

14h•$70,000 - $85,000•Onsite

About The Position

Dreamwear is a leading wholesale intimate apparel and sleepwear company. We are seeking a Business Administrator to support the day-to-day administrative and project needs of our operations and support teams. This role will help keep critical deadlines, documents, follow-ups, and operational details organized. The ideal candidate is proactive, highly organized, detail-oriented, and comfortable managing multiple priorities with limited supervision. This person should be able to build simple systems, close loops, handle confidential information appropriately, and communicate professionally with both internal teams and external partners.

Requirements

4-7 years of experience in an executive assistant, office manager, finance coordinator, business operations, or similar administrative role
Experience supporting a CFO, Controller, owner, or Finance team is a plus.
Bachelor's degree or equivalent relevant experience.
Strong Excel skills, including lookups, pivot tables, and clean formatting, with proficiency in Outlook and Microsoft 365.
Proven ability to manage multiple deadlines and follow-ups with limited supervision.
Highly organized and detail-oriented, with the ability to create and maintain clear trackers, folder structures, and checklists.
Excellent verbal and written communication skills, including the ability to professionally follow up with lenders, licensors, advisors, vendors, and internal teams.
Ability to handle sensitive company, employee, and financial information with discretion and confidentiality.
Calm under pressure and able to prioritize effectively during month-end, audit, renewal, and other high-volume periods.
Must be able to work in our Midtown Manhattan office.

Responsibilities

Prepare a concise weekly list of upcoming deadlines and open items; follow up with internal teams, outside advisors, and counterparties to keep items moving and escalate when needed.
Handle day-to-day administrative work and operational tasks for the Finance team.
Maintain a master deadline tracker for licensor royalty reports, lender reporting, tax filings, insurance renewals, contract dates, and other recurring requirements.
Coordinate document requests from factors, auditors, tax advisors, outside counsel, licensors, and other business partners.
Assemble recurring financial report packages and supporting documentation for review, including materials needed for audits, tax returns, insurance renewals, and related requests.
Support office vendor, subscription, and supply administration, including renewal and billing tracking as assigned.
Maintain license summary information, including key terms, renewal dates, minimum guarantees, and reporting requirements for each brand.
Organize and maintain files and shared-drive documentation, including license agreements and amendments, leases, lender/factoring documents, and board/owner materials.
Track signature routing, collect executed copies, and ensure documents are filed consistently and completely.
Support with cross-functional business and operations projects, including customer acquisitions, copyright/patent matters, third-party licensees, legal follow-up, communication logs, and building negotiations, as assigned.
Prepare meeting agendas, take notes, circulate action items, and follow up on outstanding deliverables.
Assist with ad-hoc administrative and project needs as priorities arise.
Partner with HR and hiring managers to coordinate onboarding logistics for all new employees.
Coordinate IT requests and IT orientation, HR orientation, systems training, and other required onboarding sessions.
Draft and finalize first-week schedules and send applicable calendar invitations, including 2-week check-ins, 60-day reviews, department orientations, and benefits orientations.
Coordinate with Reception on workspace set-up, including seat location, name tags, supplies, company equipment, desk needs, and other special requests.
Track onboarding details and follow up with the appropriate HR or office team members to ensure all steps are completed.