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MEDIATE HIRE — Order Coordinator / Operations Assistant (Print & Promo Industry) Location: Remote (Preferred: Philippines, Latin America, or similar time zone) Schedule: 9 AM – 6 PM CST (U.S. Business Hours) Type: Full-Time Contractor / Long-Term Role About the Role We are seeking a highly organized, detail-oriented Order Coordinator / Operations Assistant to manage the flow of client and vendor communications for our print and promotional product orders. You will handle everything from estimate creation and proof review to order acknowledgements, vendor follow-ups, and invoice verification. This is a hands-on, daily execution role — speed, accuracy, and responsiveness are key. Core Responsibilities Order Follow-Up: Confirm order status with suppliers daily and update internal tracking systems (Monday.com / Xero / Slack). Order Acknowledgements: Send confirmation emails to clients and vendors with accurate specs, ship-to details, and timelines. Estimate Creation: Prepare and send client estimates using supplier pricing, templates, or cost sheets provided. Proof Management: Send proofs to clients for approval. Cross-check all proofs against PO and artwork specs (size, color, quantity, version). Verify final art files before print or production release. Invoice Vetting: Match vendor invoices against approved POs and proofs to ensure accuracy per line item. Vendor Coordination: Communicate directly with vendors for updates, tracking, and any changes in lead time or specs. Quality & Timing Control: Flag any discrepancies, rush deadlines, or missing items proactively to management. Requirements Minimum 2–3 years experience in print, promo, or e-commerce order management. Strong English communication skills (both written and verbal). Excellent attention to detail — must catch discrepancies in proofs, specs, and costs. Experience using Xero, Monday.com, Google Drive, Slack, or similar systems. Comfortable working live during U.S. hours (CST) with rapid response and accountability. Highly organized multitasker who thrives in a fast-paced production environment. Preferred Skills Familiarity with print production, apparel decoration, or branded merchandise workflows. Basic knowledge of file formats (PDF, AI, EPS, PNG) and print specs (CMYK, Pantone, bleed, etc.). Prior experience coordinating between sales, design, and suppliers. Compensation & Details Full-time: 40 hours per week (long-term position). Immediate start available — onboarding this week.