TIMS VMI Service Coordinator

Job Description

Job Description

About Us

Thomas Scientific is a leading distributor of laboratory equipment, chemicals, and supplies, serving research, industrial, government, and academic customers nationwide. For more than 125 years, we have helped scientists and researchers focus on their work by making it easier to find, order, and receive the products they need. Our team is at the heart of that mission, and we are committed to supporting the people who make it happen.

The Position

The TIMS VMI Coordinator is responsible for executing all Vendor Managed Inventory (VMI) activities at assigned customer locations in alignment with the VMI schedule and customer agreements. This role ensures optimal inventory levels, operational accuracy, and high customer satisfaction by managing on‑site inventory, maintaining strong customer relationships, and coordinating replenishment activities through ClearSpider.

The VMI Coordinator serves as the primary operational contact for VMI customers and collaborates closely with internal departments, including Purchasing, Inventory, Accounting, Customer Service, and Warehouse to ensure service levels are consistently met. The role also identifies new opportunities and operational insights to support Sales and continuous improvement.

KEY RESPONSIBILITIES

On‑Site Inventory Management

• Perform VMI visits according to the established schedule and customer agreements.
• Manage customer inventory including receiving, organizing, labeling, cycle counting, restocking, and replenishing stock.
• Maintain accurate inventory records in Microsoft Excel, SAP and inventory management systems ensuring real‑time visibility and data integrity.
• Verify product condition, expiration dates, and bin locations to prevent stockouts or overstock situations.
• Complete customer required training for entry into clean room.
• Wear provided cleanroom attire (scrubs, safety glasses, gloves) to maintain clean room integrity.
• Wipe down product and carts going into cleanroom with cleaning wipes or spray.
• Roughly, work twenty hours at primary customer in Watertown and twenty hours at various customers around greater Boston.
• Meetings, pick-up vehicle or infrequent work at company warehouse in Haverhill. 
• Will drive company vehicle to service customers in greater Boston.

Replenishment & Order Processing

• Generate replenishment orders through ClearSpider and submit them to Customer Service for processing.
• Monitor backorders and proactively follow up with Purchasing, Inventory, Warehouse, and Customer Service to resolve delays.
• Communicate order status updates and expected delivery timelines to customers as needed.

Customer Relationship Management

• Pass on customer requests and requirements to VMI management.
• Address customer operational inquiries, product questions, and service concerns promptly.
• Maintain a professional presence on‑site, reinforcing trust and reliability.

Cross‑Functional Communication

• Collaborate with Purchasing, Inventory, Warehouse Operations, Accounting, and Customer Service to ensure seamless VMI execution.
• Escalate issues impacting service levels and work with internal teams to resolve them quickly.
• Provide timely updates on inventory discrepancies, customer feedback, and operational challenges.

Sales Support & Opportunity Identification

• Identify and communicate new product opportunities, customer needs, and potential upsell/cross‑sell opportunities to the Sales team.
• Report customer inquiries about new items, pricing, or product availability.
• Share operational insights that may support account growth or process improvements.

Reporting & Continuous Improvement

• Maintain accurate documentation of VMI activities, inventory adjustments, and customer interactions (packing list, change management form).
• Perform shipping reconciliation and manage all related product issues, processing returns in coordination with Customer Service and Warehouse.
• Support continuous improvement initiatives by identifying recurring issues and recommending process enhancements.
• Participate in internal reviews to improve VMI efficiency, accuracy, and customer satisfaction.

QUALIFICATIONS

• Experience in inventory management, supply chain, warehouse operations, or customer service preferred.
• Strong organizational and time‑management skills.
• Ability to work independently at customer sites with minimal supervision.
• Drive company vehicle to include van, van with 14’ cargo box or infrequently a 26’ truck.
• Will need to get a simple physical to secure DOT medical card. 
• Proficiency with inventory management systems (preferred).
• Strong communication and relationship‑building skills.
• Valid driver’s license and a clean driving record are required, as regular travel to customer locations is an essential part of the role.
• Ability to lift, move, and organize inventory as needed.

COMPETENCIES

• Attention to Detail
• Customer Focus
• Problem Solving
• Cross‑Functional Collaboration
• Time Management

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This position works primarily indoors in a temperature‑controlled environment; however, the employee may experience seasonal temperature variances and differing conditions at customer sites.

This role requires walking, standing, sitting, stooping, bending, and performing routine physical tasks associated with inventory handling. The employee must be able to occasionally transport up to 25 pounds and operate a pallet jack when needed.

WORKING CONDITIONS

  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• This position is subject to moderate noise levels and potential chemical exposure depending on customer site conditions.
• Certain tasks may require the use of safety glasses and a safety vest.
• Work shoes must be worn at all customer facilities in accordance with safety requirements.
  

Benefits at Thomas Scientific

Thomas Scientific offers a competitive benefits package for full-time associates, including:

• Health, Dental & Vision — Coverage through Cigna, Guardian, and VSP, effective your first full month, with FSA/HSA options available.
• Financial Security — Company-paid life and AD&D insurance, voluntary short-term disability, and 401(k) with employer match.
• Time Off — Accrued PTO, 11 paid holidays (including your birthday), paid parental leave, and additional paid leave for life events.
• Professional Development — Up to $3,000 annually in tuition assistance.
• Additional Perks — Employee Assistance Program, wellness programming, legal and identity protection services, and a $1,000 employee referral bonus.

Full benefits details are provided during the hiring process.

Equal Employment Opportunity Statement

Thomas Scientific, LLC is an equal opportunity employer. We do not discriminate against any employee or applicant on the basis of race, color, religion, sex, age, national origin, disability, genetic information, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable federal, state, or local law. This policy applies to all terms and conditions of employment.