Inventory Operations Specialist

Job Description

Position Summary

The Inventory Operations Specialist is responsible for the accuracy, availability, and operational readiness of all agency inventory. This role owns day-to-day inventory execution including case fulfillment, returns processing, cycle counts, inventory audits, and system reconciliation. The Inventory Operations Specialist plays a critical role in supporting field sales, maximizing inventory efficiency, and ensuring compliance with corporate inventory standards through disciplined processes and data accuracy.

Core Responsibilities

Inventory Fulfillment & Logistics

- Coordinate and execute inventory requests to support scheduled cases and field needs
- Assess inventory availability and determine appropriate allocation strategies
- Pull, stage, ship, or digitally transfer inventory as required
- Communicate fulfillment status and changes to sales teams in real time

Inventory Returns & Processing

- Manage post-case inventory returns, including tray and bin audits
- Identify, document, and resolve missing or damaged inventory
- Ensure accurate digital reconciliation of returned inventory
- Maintain loaner tray accountability and timely returns

Inventory Audits & Reconciliation

- Perform routine cycle counts and discrepancy investigations
- Execute monthly expiring inventory reviews and removal processes
- Support annual agency and team-level inventory audits
- Ensure records accurately reflect physical inventory locations and status

Cross-Functional Collaboration

- Partner closely with Operations team, field Sales teams, and Sales Leadership
- Provide clear communication regarding inventory risks, shortages, and discrepancies
- Support inventory planning for new product launches and demand increases
- Escalate issues according to defined service levels and governance standards

- Communicates with relevant corporate or external parties as needed

As Needed

- Place orders for new inventory by request or as demand changes

- Build new trays and/or bins as new inventory is procured

- Run inventory reports to investigate inventory discrepancies

- Travel to site locations to support both Agency and team-level inventory audits

Tools & Systems
- Inventory Scanners – Cycle counts and audits
- Microsoft 365 – Outlook, Excel, Teams for communication and reporting

Reporting & Collaboration

- Reports directly to the Director of Operations
- Works closely with Sales teams, Sales Managers, Operations leadership, and the Agency Owner
- Serves as a key operational partner ensuring inventory readiness for revenue-generating activity