The Role
The Operations Coordinator will manage purchase orders, shipping logistics, inventory accuracy, and coordinate with vendors and internal teams to ensure operational efficiency.
Summary Generated by Built In
OPERATIONS COORDINATOR
Madhappy is a Los Angeles-based clothing brand made for a community of optimists, born in 2017. Madhappy uses apparel, events, and experimental retail spaces – including its permanent flagship in West Hollywood – to explore a personal expression as a means to an improved state of mind. Its own seasonal stores – with past and present locations including New York City (Soho), Aspen, Miami, East Hampton, and Tokyo – are each designed to reflect their site, while still sharing the brand’s DNA. The brand currently produces a selection of ever-evolving, evergreen classic styles, seasonally available collections and collaborations. Madhappy supports research and awareness in mental health through The Madhappy Foundation (a 501c(3) non-profit) and writes Local Optimist, a print magazine. Each to celebrate us as works-in-progress, and the personal and collective expression that is a part of that.
About the job
We are seeking a talented and versatile individual to fill the role of Operations Coordinator. This role will be reporting directly to our Chief Operations Officer.
You must be based in or willing to move to Los Angeles to be considered for this position.
Responsibilities
Purchase Order Management
● Create, upload, and manage all purchase orders across vendors, warehouses, and store channels within ShipHero
● Maintain ongoing PO tracking and allocation sheets, updating ETAs, quantities, and incoming recuts in real time
● Communicate open balances or shipment discrepancies directly with vendors and the Production team
● Audit all active POs to ensure product is received in full and POs are closed correctly
● Manage SELL AHEAD POs for pre-sold products to prevent overselling; close upon confirmed inventory receipt
● Issue gifting POs and track gifting units ensure timely and accurate deliveries
Warehouse Operations & Receiving
● Coordinate inbound receiving appointments and provide all documentation (ASNs, packing lists, PO copies, carton labels) to the warehouse team
● Maintain visibility into all vendor shipments and incoming product timelines
● Conduct daily checks on pending POs to identify and resolve any missing or delayed shipments
● Ensure warehouse accuracy by validating received quantities, resolving discrepancies, and managing overstock and quarantine inventory
● Partner with warehouse leadership to ensure efficient receiving, organization, and pick/pack processes
● Support warehouse team during high-volume periods (seasonal drops, launches, recuts, etc.)
Shipping & Logistics
● Coordinate all shipments to and from vendors, 3PLs, and HQ to warehouses, stores, and external partners
● Create, manage, and approve Bills of Lading (BOLs) and commercial invoices for all freight movements
● Oversee freight quotes and rate comparisons for FTL, LTL, parcel, and courier shipments; select cost-efficient and timely solutions
● Review invoices from carriers (UPS, DHL, WWEX, FedEx, USPS, Flexport, etc.) and audit for billing accuracy
● Assist with customs documentation for international shipments, ensuring correct HTS codes and declared values
● Manage and file claims for lost or damaged shipments and communicate resolutions with vendors or carriers
● Streamline freight classification processes and track landed costs for reporting and forecasting
Vendor & Production Coordination
● Maintain weekly communication with domestic and international vendors regarding finishing schedules and delivery timelines
● Coordinate logistics for finished goods deliveries to warehouses and stores, providing shipping labels or arranging pickups as needed
● Issue carton labels for new collections and ensure proper routing per vendor guidelines
● Develop and maintain SOPs for vendor packing, labeling, and routing to ensure compliance across all suppliers
● Partner with Production on capacity planning, open balances, and vendor accountability
● Facilitate communication between vendors and the warehouse to avoid delays or misrouted shipments
Inventory Management
● Oversee inventory accuracy across all channels- warehouse, retail stores, HQ, and overstock
● Maintain SKU visibility and ensure all new barcodes are added to ShipHero from Shopify
● Conduct monthly inventory audits and cycle counts across store and warehouse locations
● Track quarantined, damaged, and overstock items, determining next steps for repurposing or destruction
● Maintain stock replenishment levels for both retail product and operational supplies (bags, mailers, cards, etc.)
● Support Finance with end-of-month inventory reporting and reconciliations
Wholesale Order Management
● Manage all wholesale orders from PO placement through shipment and delivery
● Coordinate with vendors and 3PLs on routing guides, ASN creation, and shipping documentation
● Update trackers for wholesale accounts, including ETAs, allocations, and delivery confirmations
● Communicate order statuses and changes with internal sales and retail partners
● Oversee Japan and international wholesale allocations, ensuring accuracy in quantities and timelines
● Troubleshoot and resolve discrepancies in wholesale order fulfillment or documentation
Retail Store Operations
● Oversee fulfillment of weekly store replenishment orders, ensuring same-day or next-day shipment from warehouse
● Coordinate drivers or couriers for local deliveries; communicate arrival timelines to retail teams
● Train store staff on receiving, scanning, and fulfillment processes in ShipHero
● Support store order troubleshooting and ensure any order or PO discrepancies are resolved promptly
● Monitor and maintain retail supply inventory, submitting replenishment orders as needed
● Track new product launches and ensure stores are prepped with correct SKUs, signage, and supplies
Internal Communication
● Proactively communicate product or order updates to CX and retail teams during launch and pre-order periods
● Partner cross-functionally with E-Commerce, Production, Retail, and Finance to align on delivery timelines and order accuracy
● Provide daily updates to internal teams on deliveries received, inventory readiness, and preorder removals
● Create and send internal communications for new product drops, shipping timelines, and inventory changes
● Fulfill HQ-related tasks including special shipments, retail supplies, or gifting coordination
Auditing, Reporting & Continuous Improvement
● Audit and approve invoices from vendors, freight forwarders, warehouses, and carriers
● Maintain trackers for open POs, receivings, and upcoming product launches
● Support operational planning by reporting on inventory readiness, freight costs, and vendor performance
● Identify inefficiencies in manual workflows (labeling, ASN creation, PO tracking) and implement streamlined solutions
● Maintain and update SOPs for all operational processes to ensure clarity and cross-departmental alignment
● Collaborate with leadership on process optimizations and cost-saving initiatives across logistics and fulfillment
About you
Qualifications/Characteristics
● 1–3 years of experience in operations, logistics, production, or a related field (fashion or retail preferred).
● Detail-oriented
● Strong communication and collaboration skills, with the ability to work effectively in a team environment.
● Ability to think strategically while also managing day-to-day operations.
● Strong organizational skills with the ability to multitask and prioritize effectively.
● Strong sense of urgency.
● Passionate about our mental health mission.
Benefits
● 15 days PTO, and 9 days sick pay annually
● Paid holidays
● Health, dental, and vision insurance with 75% premium coverage by Madhappy
● Retirement plans available$600 quarterly health stipends
● Employee discount and early access to products
About Madhappy
Learn more about our initiatives including Local Optimist & The Madhappy Foundation below and via Madhappy.com and @Madhappy.
About Local Optimist
Local Optimist is a space for radical discovery and connection. By focusing on open conversations and mindful exploration, we orient people with reliable, optimistic resources — available at any moment.
About The Madhappy Foundation
The Madhappy Foundation™ is non-profit organization, 501(c)(3) with a mission to improve mental health globally. Through The Madhappy Foundation™, 1% of proceeds from every sale benefit our efforts to raise awareness, fund research, and positively impact the mental health movement.
Learn more here.
Top Skills
Shiphero
Shopify
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The Company
What We Do
In 2017, Madhappy launched as an optimistic lifestyle brand creating conversation around mental health through impactful products and experiences. In a space that has been dominated by sentiments of negativity, we set out to spread positivity in our community. Madhappy has grown to become a powerful product, content and storytelling platform, reshaping the narrative around what a brand can be and the impact it can have.
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