Job Description
Job Description
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 teamMaintain visibility into all vendor shipments and incoming product timelinesConduct daily checks on pending POs to identify and resolve any missing or delayed shipmentsEnsure warehouse accuracy by validating received quantities, resolving discrepancies, and managing overstock and quarantine inventoryPartner with warehouse leadership to ensure efficient receiving, organization, and pick / pack processesSupport 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 partnersCreate, manage, and approve Bills of Lading (BOLs) and commercial invoices for all freight movementsOversee freight quotes and rate comparisons for FTL, LTL, parcel, and courier shipments; select cost-efficient and timely solutionsReview invoices from carriers (UPS, DHL, WWEX, FedEx, USPS, Flexport, etc.) and audit for billing accuracyAssist with customs documentation for international shipments, ensuring correct HTS codes and declared valuesManage and file claims for lost or damaged shipments and communicate resolutions with vendors or carriersStreamline freight classification processes and track landed costs for reporting and forecastingVendor & Production Coordination
Maintain weekly communication with domestic and international vendors regarding finishing schedules and delivery timelinesCoordinate logistics for finished goods deliveries to warehouses and stores, providing shipping labels or arranging pickups as neededIssue carton labels for new collections and ensure proper routing per vendor guidelinesDevelop and maintain SOPs for vendor packing, labeling, and routing to ensure compliance across all suppliersPartner with Production on capacity planning, open balances, and vendor accountabilityFacilitate communication between vendors and the warehouse to avoid delays or misrouted shipmentsInventory Management
Oversee inventory accuracy across all channels- warehouse, retail stores, HQ, and overstockMaintain SKU visibility and ensure all new barcodes are added to ShipHero from ShopifyConduct monthly inventory audits and cycle counts across store and warehouse locationsTrack quarantined, damaged, and overstock items, determining next steps for repurposing or destructionMaintain stock replenishment levels for both retail product and operational supplies (bags, mailers, cards, etc.)Support Finance with end-of-month inventory reporting and reconciliationsWholesale Order Management
Manage all wholesale orders from PO placement through shipment and deliveryCoordinate with vendors and 3PLs on routing guides, ASN creation, and shipping documentationUpdate trackers for wholesale accounts, including ETAs, allocations, and delivery confirmationsCommunicate order statuses and changes with internal sales and retail partnersOversee Japan and international wholesale allocations, ensuring accuracy in quantities and timelinesTroubleshoot and resolve discrepancies in wholesale order fulfillment or documentationRetail Store Operations
Oversee fulfillment of weekly store replenishment orders, ensuring same-day or next-day shipment from warehouseCoordinate drivers or couriers for local deliveries; communicate arrival timelines to retail teamsTrain store staff on receiving, scanning, and fulfillment processes in ShipHeroSupport store order troubleshooting and ensure any order or PO discrepancies are resolved promptlyMonitor and maintain retail supply inventory, submitting replenishment orders as neededTrack new product launches and ensure stores are prepped with correct SKUs, signage, and suppliesInternal Communication
Proactively communicate product or order updates to CX and retail teams during launch and pre-order periodsPartner cross-functionally with E-Commerce, Production, Retail, and Finance to align on delivery timelines and order accuracyProvide daily updates to internal teams on deliveries received, inventory readiness, and preorder removalsCreate and send internal communications for new product drops, shipping timelines, and inventory changesFulfill HQ-related tasks including special shipments, retail supplies, or gifting coordinationAuditing, Reporting & Continuous Improvement
Audit and approve invoices from vendors, freight forwarders, warehouses, and carriersMaintain trackers for open POs, receivings, and upcoming product launchesSupport operational planning by reporting on inventory readiness, freight costs, and vendor performanceIdentify inefficiencies in manual workflows (labeling, ASN creation, PO tracking) and implement streamlined solutionsMaintain and update SOPs for all operational processes to ensure clarity and cross-departmental alignmentCollaborate with leadership on process optimizations and cost-saving initiatives across logistics and fulfillmentAbout you
Qualifications / Characteristics
1–3 years of experience in operations, logistics, production, or a related field (fashion or retail preferred).Detail-orientedStrong 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 annuallyPaid holidaysHealth, dental, and vision insurance with 75% premium coverage by MadhappyRetirement plans available$600 quarterly health stipendsEmployee discount and early access to productsAbout Madhappy
Learn more about our initiatives including Local Optimist & The Madhappy Foundation below and via Madhappy.com and @Madhappy.
About Local Optimist
Local Optimist is a space for radical discovery and connection. By focusing on open conversations and mindful exploration, we orient people with reliable, optimistic resources — available at any moment.
About The Madhappy Foundation
The Madhappy Foundation™ is non-profit organization, 501(c)(3) with a mission to improve mental health globally. Through The Madhappy Foundation™, 1% of proceeds from every sale benefit our efforts to raise awareness, fund research, and positively impact the mental health movement.
Learn more here.
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.