Operations Coordinator

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

13 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

$60,000 - $80,000 a year