Personal Operations & Project Coordinator

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Job Title: Personal Operations & Project Coordinator

About the Company:

Our client is a small, fast-moving candy startup in San Diego whose founders have about 50 years of combined industry experience. It runs wholesale candy distribution and custom gummy and product development, and it invents its own products.

Job Description:

As a Personal Operations & Project Coordinator, you will use independent judgment daily. You will agree on significant decisions with the owners. You will not be micromanaged. You will not make major commitments without discussion and approval.

Your process will involve understanding the objective, researching thoroughly, recommending a plan, agreeing on the plan with the owners, executing the plan, and following through to completion. You will keep the owners informed and solve problems along the way.

Responsibilities of the role:

• Launch wholesale stores on platforms like Faire and Airgoods.

• Gather, organize, and upload product information, pricing, and images to sales channels.

• Manage listing updates and platform requirements.

• Identify new sales channels that can benefit the business.

• Organize product information and SKUs.

• Research competitor pricing and market information.

• Help build wholesale price lists.

• Coordinate product descriptions, specifications, and images into professional catalogs.

• Find missing information and get it from the team.

• Keep catalogs, the website, and sales platforms consistent.

• Find the best vendors, suppliers, manufacturers, contractors, freelancers, and agencies.

• Investigate vendor capabilities and reputations, verify claims, and compare pricing and quality.

• Present strong recommendations, such as a shortlist of qualified co-packers.

• Research and build a practical plan for social media operations.

• Find, evaluate, and compare marketing professionals, freelancers, agencies, and tools.

• Coordinate marketing execution, manage timelines, and set up content creation and publishing processes.

• Research platforms and approaches for new or improved websites.

• Find, interview, and compare developers or agencies.

• Manage website development projects, timelines, and deliverables.

• Source products, equipment, and supplies for warehouse and operations.

• Compare quotes on quality, shipping, reliability, and price to find the best value.

• Communicate with vendors, coordinate orders, and follow up.

• Find ways to cut costs without compromising quality.

• Research and evaluate trade show opportunities.

• Coordinate trade show booths, displays, materials, logistics, and shipments.

• Get vendor quotes and track deadlines for trade shows.

• Research roles and candidate markets for recruiting.

• Choose the right recruiting platforms and write job ads.

• Develop interview questions and screening criteria.

• Evaluate candidates and coordinate interviews.

• Book travel arrangements.

• Research unfamiliar business opportunities and evaluate software, services, and tools.

• Find professionals or vendors to solve specific problems.

• Build processes for unfamiliar tasks.

• Coordinate projects involving several people or organizations.

Required Experience and Qualifications:

• Excellent research and fact-checking skills, with persistence when answers aren't obvious.

• A natural ability to figure things out and find the right people, tools, and resources.

• Strong judgment when comparing alternatives.

• A bias toward action: moves quickly without sacrificing accuracy.

• Spots next steps proactively and works without constant direction.

• Takes ownership rather than waiting for someone else to solve the problem.

• Manages multiple projects and competing priorities.

• Strong attention to detail and deadlines, with consistent follow-through.

• Coordinates people, vendors, and deliverables.

• Excellent written and verbal communication.

• Gives proactive updates on progress, milestones, and next steps.

• Explains findings and recommendations clearly.

• Raises questions early and brings problems with proposed solutions.

• A commercial, cost-aware mindset that can tell good value from simply cheap.

• An eye for quality, professionalism, and presentation.

• Sound judgment when evaluating vendors and opportunities.

• Learns new systems quickly and uses technology effectively.

• Uses AI tools where appropriate, but verifies information and owns the quality of the work.

Preferred Skills:

• Shopify and e-commerce platform experience.

• HubSpot experience.

Personality:

• Combines the reliability of a strong operations professional with the initiative of an entrepreneur.

• Can break a complicated or unfamiliar task into steps.

• Finds the right resources and makes steady progress without needing guidance.

• Takes pride in delivering results.

• Is the person others go to when something needs figuring out.

Software & Tools:

• HubSpot

• Shopify

• E-Commerce platforms

Schedule:

Monday to Friday

9:00 AM to 5:00 PM ET

40 hours per week

Salary and Benefits:

• Payment in USD or Local Currency according to candidate's preference.

• Full-time remote opportunity.