We are a well-established - family owned and operated - Polish / European wholesale distribution company entering an important growth phase. Our company and brand are highly regarded by our customers for consistent service and quality. We need a strong operations-minded Chief of Staff who can help us elevate our growth while helping keep the business running smoothly. This job entails bringing order to moving parts, improving operational efficiency, and stepping in to solve problems - without solely relying on instruction. This role is best suited for someone who is dynamic, comfortable taking initiative, making practical decisions, and moving work forward without waiting for step-by-step direction. It is a significant role as it is meant to be the glue that keeps the office together. This role offers an exciting opportunity to influence company growth, optimize processes, and champion a culture of innovation and high performance.
YOUR RESPONSIBILITIES
From day one, you will play a central role in helping our operation run efficiently and reliably, splitting time between operations and supporting the CEO.
Your responsibilities will include:
Overseeing daily operational and administrative workflow by coordinating across teams Coordinating with management to stay organized, informed, and focused on top priorities Supporting the sales team with operational follow-through, order tracking, and providing data-driven analyses to support sales/growth opportunities Managing spreadsheets, reports, and reviewing inventory flow Handling basic accounting and bookkeeping tasks in QuickBooks (you will have a bookkeeper for support but need to become very familiar with the program) Spotting inefficiencies, solving problems, and improving/establishing processes Taking on additional operational responsibilities as the business continues to grow Managing/triaging urgent issues, resolving what you can independently, and escalating with clear context and recommended next steps when needed (you will have the support of the CEO, but need to effectively take initiative to resolve issues independently before escalating) Build and maintain reports that help leadership understand sales trends, inventory movement, margins, operational bottlenecks, and growth opportunities Managing imports: coordinating container delivery timeline, managing payments to vendors, informing warehouse staff of incoming products, coordinating invoices/customs with freight forwarder, coordinating inventory receiving with our office, coordinating container delivery logistics with the warehouse
WHAT SUCCESS LOOKS LIKE IN THIS ROLE
In this position, success means: Ability to influence the bottom line by improving margins, reducing inefficiencies, strengthening reporting, and helping leadership make better data-driven decisions. the day-to-day operations stay organized and under control key details are tracked, followed up on, and rarely fall through the cracks problems get addressed quickly and practically communication is clear Leadership can rely on you to help keep the business moving Compiling and analyzing reports in a way that the business can benefit from a data-driven approach, highlighting where attention should be focused for stronger growth. Relieving the CEO from routine tasks so they can focus on big picture items Over time, this role can grow into a broader leadership position for the right person.
WHO WILL SUCCEED HERE
This role is a strong fit for someone who is: highly organized and disciplined - with a go-getter attitude has strong communication skills proactive, self-directed and willing to take ownership comfortable in a hands-on, fast-moving business environment calm under pressure practical, resourceful, adaptable and solution-oriented positive, reliable, and ready to contribute
REQUIRED QUALIFICATIONS
Experience in operations, office management, administration, or a similar business support role Strong Microsoft Excel / Google Sheets skills, including comfort with formulas, filtering, sorting, tracking tools and building practical reports. Experience with QuickBooks (or similar accounting software) Ability to manage multiple priority items while remaining detail-oriented Strong judgment, follow-through, and problem-solving ability
PREFERRED QUALIFICATIONS
Experience in wholesale distribution, logistics, inventory, or a similar environment Polish language skills Experience improving processes and modernizing business operations
SCHEDULE
Full-time 40 hours per week On-site in Newark, NJ Flexible start time between 7:00 AM and 8:30 AM Weekends off, aside from: The weekend Thanksgiving (note we are then closed 4 consecutive days from Thanksgiving Day, Black Friday, Saturday & Sunday) 1 to 2 weekends (Saturdays and/or Sundays) in December (depending on which day Christmas falls on) The weekend before Easter
COMPENSATION /BENEFITS
Discretionary EOY bonus tied to measurable improvements in margins, profitability, operations, reporting and/or execution.
Paid Holidays:
Easter, Memorial Day, Independence Day, Labor Day, Thanksgiving & Black Friday, Christmas Eve & Christmas Day, New Year's Eve & New Year's Day 5 paid sick days 10 days PTO (ability for more with tenure) - Ability to purchase company products at wholesale rate
