Buying Coordinator, Valuetainment

Valuetainment•Fort Lauderdale, FL

About The Position

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.

Requirements

1–3 years of experience in merchandising, buying, retail operations, e-commerce, or project coordination
Experience with purchase order management and vendor communication
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

Nice To Haves

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

Responsibilities

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
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
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
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
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
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
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