V104- virtual intake and logistics coordinator

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Job Description:

We are seeking a detail-oriented and highly organized Intake and Logistics Coordinator to support us in a fast-paced custom manufacturing environment. This role serves as the critical bridge between clients, the internal design team, and the production pipeline, ensuring every order moves forward smoothly and accurately. The selected candidate will manage incoming orders, coordinate design files, and support quoting and logistics while maintaining clear, professional communication at every stage. This position is ideal for someone who thrives in process-driven work, enjoys problem-solving, and takes pride in accuracy and follow-through. If you are motivated by structure, collaboration, and delivering a seamless client experience, this role offers meaningful daily impact.

Responsibilities include, but are not limited to:

• Identify exceptions that require custom factory quotations
• Act as the main point of coordination between clients and the design team
• Generate quotes using an online pricing calculator for standard orders
• Move files efficiently through the production pipeline
• Maintain accurate records and status updates within project management tools
• Ensure all deliverables meet quality and accuracy standards before advancing stages
• Manage incoming client orders, requests, and design assets
• Triage leads and ensure accurate intake through internal systems
• Communicate material details and shipping estimates to clients based on provided data

Requirements:

Additional Job Description:

• Location: Remote
• Work Schedule: Monday to Friday from 09:00 a.m. to 06:00 p.m. EST Flexibility for earlier schedules is a plus

Language Requirements:

• Portuguese strongly preferred (most of the team communicates in Portuguese)
• English proficiency is mandatory

Software and Tools:

• HappyFox Helpdesk
• Trello for project management
• Google Workspace
• Google Spreadsheets
• Google Meet

Work Shift:

9:00 AM - 6:00 PM [EST][EDT] (United States of America)

Languages:

English, Portuguese

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