Business Operations Specialist

Business Operations Specialist The Business Operations Specialist supports day-to-day order processing, invoicing, and customer communication within a busy distribution environment. This role focuses on accurate data entry, invoice creation based on bills of lading, and proactive customer service through email and phone. You contribute directly to smooth operational flow by coordinating with the warehouse, resolving order discrepancies, and providing reporting support using Excel. Responsibilities Communicate with customers via email in a professional and timely manner to address orders, inquiries, and discrepancies. Create accurate invoices based on bills of lading and ensure all supporting documentation is complete. Mail invoices to customers and verify that all billing information is properly recorded and filed. Create and submit orders to the warehouse to ensure timely picking, packing, and shipping of products. Perform data entry in Excel to maintain order, invoice, and customer information with a high level of accuracy. Use Excel functions such as Pivot Tables and VLOOKUP to compile and analyze data for reporting and to support the General Manager with operational insights. Handle inbound and outbound calls to customers to discuss order details, resolve discrepancies, and confirm order status. Place customer orders and promptly generate corresponding invoices in alignment with established procedures. Maintain organized records of bills of lading, invoices, and order documents to support efficient operations and audits. Collaborate with internal teams in the distribution facility to ensure orders are processed correctly and on schedule. Demonstrate reliability by consistently working on site in the office and being available to support daily business operations. Essential Skills Strong computer literacy with the ability to manage email communication with customers. Proficiency in Microsoft Excel, including data entry, Pivot Tables, and VLOOKUP. Experience creating invoices based on bills of lading and other shipping documentation. Customer service skills with the ability to handle inbound and outbound calls in a professional manner. Accuracy and attention to detail in data entry, invoice entry, and order creation. Ability to coordinate orders with the warehouse and follow established operational procedures. Reliability and willingness to work on site in an office setting five days per week. Additional Skills & Qualifications Experience working with bills of lading in a distribution, logistics, or shipping environment. Background in customer service or administrative support in an office or operations-focused role. Comfort working with upgraded or evolving software and systems in a global organization. Strong organizational skills and the ability to manage multiple orders and invoices simultaneously. Clear written and verbal communication skills for interacting with customers and internal stakeholders. Work Environment This role is based in an office setting located within a distribution facility that ships coffee and cocoa products. The facility is situated near the port in a waterfront building, offering a modern environment with nearby amenities such as a new restaurant. You work on site five days a week, collaborating closely with operations and warehouse teams in a fast-paced, process-driven setting that is part of a global organization investing in upgraded software and systems. Job Type & Location This is a Contract to Hire position based out of Carteret, NJ. Pay and Benefits The pay range for this position is $21.00 - $22.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Carteret, NJ. Application Deadline This position is anticipated to close on Sep 15, 2026.