Business Operations Coordinator – Logistics, Finance & Executive Support
Client overview This is a fast-growing company operating in the longevity technologies and health & wellness equipment space, delivering innovative products to customers across international markets. With a lean, entrepreneurial team, the business is scaling quickly and needs sharp operational talent to keep pace with its growth. The leadership team is hands-on and looking to delegate a broad administrative and logistics function to a trusted remote professional who can hit the ground running. Position Overview The Business Operations Coordinator – Logistics, Finance & Executive Support manages end-to-end order execution, logistics, and administrative financial workflows while providing proactive coordination for senior leadership. This role bridges customer communication, supplier coordination, shipping execution, payroll, and routine business administration to ensure smooth daily operations. Schedule Mon-Fri, 9:00 AM - 5:00 PM CET
Key Responsibilities
End-to-End Order & Logistics Coordination Order Lifecycle Management: Coordinate the entire operational pipeline from confirmed customer order through supplier processing, payment milestones, shipping, final delivery, and post-delivery follow-ups. Shipping & Distribution: Schedule and oversee domestic and international collections and deliveries with clients, suppliers, freight agents, and carriers; obtain quotes and track delivery schedules. Documentation & Compliance: Prepare, collect, and verify shipping and export documentation (including certificates of origin, packing lists, and commercial invoices) to ensure regulatory compliance. Issue Resolution: Track order milestones, proactively identify logistics bottlenecks, resolve routine shipping exceptions, and keep customers and internal teams informed. Customer Success & Reputation: Conduct post-delivery follow-ups to confirm receipt, share product documentation/manuals, and request customer reviews to strengthen the company’s online presence. Financial Administration & Payroll Support Invoicing & Milestone Tracking: Prepare and maintain customer invoices, track client/supplier payment milestones, and coordinate outstanding balances with management. Payroll Execution: Calculate monthly salaries, coordinate payroll activities, and process approved salary and business vendor payments in alignment with financial controls and approval procedures. Financial Records: Maintain complete, organized, and confidential administrative and financial files, ensuring proper record-keeping for audits and reporting. Executive Administration & Workflow Improvement Communication & Inbox Triage: Manage email communications on behalf of executive leadership—triaging incoming inquiries across accounting, shipping, suppliers, and customer support. Scheduling & Provider Coordination: Coordinate calendar management, schedule meetings with internal teams and external stakeholders, and handle ongoing communications with service providers and contractors. Vendor & Supplier Research: Research potential new manufacturers and vendors, outreach to schedule introductory calls, and evaluate new product sourcing opportunities. Process Automation & Optimization: Identify inefficiencies in recurring manual administrative tasks and propose streamlined workflows or automation solutions without compromising accuracy or financial oversight. Key Requirements Experience: Proven track record in a Business Assistant, Executive Assistant, or Administrative/Logistics Coordinator role supporting business operations or senior management. Logistics & Financial Aptitude: Familiarity with shipping/export processes, order tracking systems, basic accounting principles, and payroll execution workflows is a plus Organizational Skills: Exceptional ability to manage multiple priorities, track detail-heavy order timelines, and maintain meticulous records across functions. Communication & Language: Strong written and verbal English communication skills for professional correspondence with international clients and vendors. Spanish language proficiency is an advantage. Proactive Problem-Solving: Ability to anticipate operational needs, resolve logistics friction independently, and take initiative in a fast-paced environment. Remote Capability: Comfortable working independently in a fully remote setup across international time zones using modern digital communication and organization tools. Independent Contractor Perks Permanent work from home Immediate Hiring Health Insurance Coverage for eligible locations Note Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review. One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you. 63974729013