Order Coordinator

Job Summary

You'll make sure every customer order is accurate from start to finish: that what the customer agreed to buy, what the factory is producing, and what we invoice all match. You'll track what has shipped and what is still outstanding, invoice customers as goods arrive, and follow up on payments. You'll report to our Account Director and COO. We use AI tools to handle much of the repetitive work, so this role is a great fit for someone detail-oriented who likes learning new tools.

What you'll do

• Review customer agreements against factory sales contracts to confirm products, quantities and pricing match, and correct any discrepancies
• Move verified orders into our sales records so company sales figures are accurate
• Create deposit invoices and final invoices in QuickBooks, applying deposits correctly
• Track shipments against each order as containers arrive, invoicing what has been delivered and keeping balances current for what is still outstanding
• Prepare packing lists for each shipment using our AI-assisted system, working with our logistics coordinator
• Follow up with customers on open and overdue invoices, escalating any issues to the COO
• Help prepare pricing worksheets for the sales team as you learn our products

What we're looking for

• Required: hands-on experience with QuickBooks Online (creating invoices, applying deposits, managing customer accounts)
• Required: strong Excel / Google Sheets skills (lookups, formulas, filtering, and reconciling large sheets)
• 2+ years of experience in order management, sales administration, accounts receivable or a similar role
• Comfortable using AI tools (such as Claude or ChatGPT) to work faster, or eager to learn
• Very detail-oriented. You catch the quantity or price that doesn't match before it becomes a problem.
• Organized and self-directed. You can work through a list of accounts on a schedule without reminders, and you bring solutions, not just problems.
• Clear, professional written communication

Nice to have

• Experience in manufacturing, import/export or seasonal products -
• Familiarity with sales contracts, packing lists, commercial invoices and bills of lading

What we offer

• Unlimited PTO
• Company pays 50% of medical and dental insurance premiums
• 401(k) with company match after one year of service
• A small team where your work is visible and makes a real difference
• Hands-on experience with AI tools in a real business setting
• Room to grow as the company grows

Schedule:
Monday to Friday, 40 hours per week, in office in Plainview, NY.

About us

Prime Global Products is a U.S.-based manufacturer of seasonal decor, wreath rings and plant supports, with factories around the world. We make holiday picks, bows, floral containers, florist wire, wreath rings and tomato cages for customers across the country. We work directly with our customers, with no brokers or middlemen, and we control production and quality from the factory floor to delivery. We're a small, fast-moving team, and our busiest season runs from late summer through the holidays. The role You'll make sure every customer order is accurate from start to finish: that what the customer agreed to buy, what the factory is producing, and what we invoice all match. You'll track what has shipped and what is still outstanding, invoice customers as goods arrive, and follow up on payments. You'll report to our Account Director and COO. We use AI tools to handle much of the repetitive work, so this role is a great fit for someone detail-oriented who likes learning new tools.

Pay: $48,000.00 - $52,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Work Location: In person