Administrative/Operations - Business Operations Coordinator

Job Description: This position is responsible for the fulfillment, assembly, and distribution of customer marketing materials, vanity sample literature, and JMV promotional merchandise from our headquarters office. Because these materials are often the first touchpoint customers have with our organization, this role is instrumental in delivering a professional and positive brand experience. The successful candidate will partner closely with stakeholders across the business to coordinate fulfillment needs, manage inventory, ensure shipment accuracy, and support administrative and operational activities. The ideal individual is highly organized, detail-oriented, dependable, and thrives in a fast-paced environment while balancing multiple priorities.

Key Responsibilities

• Manage daily fulfillment and shipping operations from the HQ office.
• Coordinate with UPS representatives and other shipping partners to ensure all scheduled pickups are completed on time.
• Maintain accurate inventory counts for product samples, marketing materials, packaging supplies, IT equipment, and other company assets.
• Monitor packaging and shipping supply levels and proactively reorder materials to prevent operational disruptions.
• Enter, track, and maintain shipment information within the ERP system.
• Monitor orders and shipments through customer portals and internal systems to ensure timely delivery and issue resolution.
• Maintain IT equipment inventory and communicate equipment, supply, or replacement needs to appropriate stakeholders.
• Investigate and resolve shipping, inventory, fulfillment, and administrative issues as they arise.
• Maintain operational reports, trackers, and records with a high degree of accuracy.
• Support the Operations team with special projects, process improvements, and additional day-to-day responsibilities as needed.
• Demonstrate strong professionalism, reliability, and accountability in all aspects of the role.

Required Skills & Experience

• Minimum of 2 years of operations, shipping, logistics, fulfillment, inventory, or administrative experience.
• Strong organizational and time management skills with exceptional attention to detail.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Outlook, Excel, and other business applications.
• Experience maintaining data, trackers, reports, and inventory records.
• Strong problem-solving skills and ability to work independently with minimal supervision.
• Demonstrated history of reliability, punctuality, and professional workplace conduct.

Preferred Qualifications

• Experience working with ERP systems and shipment tracking platforms.
• Previous inventory control or warehouse support experience.
• Experience coordinating with third-party shipping and logistics providers.

Recent recruiting efforts for this position have been significantly impacted by candidates accepting interview invitations and subsequently failing to attend without notice. To ensure a positive experience for both candidates and the hiring team, suppliers should thoroughly confirm candidate interest, availability, work schedule compatibility, commute expectations, and commitment to attend scheduled interviews prior to submission.