Position Overview
We are seeking a detail-oriented, hands-on Operations Coordinator to support the daily operations of our nutritional and dietary ingredient distribution business. The role encompasses customer support, procurement, raw-material sourcing, purchase-order management, inventory coordination, logistics, and review of quality documentation. This position is essential to maintaining reliable order fulfillment, effective supply-chain coordination, and responsive support for our sales and customer service teams.
Key Responsibilities
Customer Service & Support
• Act as a liaison between internal teams and customers to resolve delivery, product, and quality issues promptly.
• Maintain strong customer relationships and deliver exceptional service to ensure retention and satisfaction.
Procurement & China Team Coordination
• Source and purchase raw materials based on customer requirements, approved specifications, inventory needs, and delivery schedules.
• Coordinate with the China team regarding product specifications, production status, testing, certificates of analysis (COAs), lead times, shipping, and customs clearance.
• Prepare, issue, and track purchase orders, production schedules, and international shipments; proactively identify and escalate delays, inventory risks, and discrepancies.
Inventory, Warehouse & Third-Party Logistics
• Maintain accurate inventory records, including product and lot numbers, quantities, status, expiration or retest dates, and storage locations.
• Coordinate product receipts, warehouse transfers, pickups, and deliveries; verify the product, lot, quantity, condition, and documentation for each inventory movement.
• Schedule inbound and outbound freight; coordinate with carriers, freight forwarders, and third-party warehouses; prepare shipping documents, including release orders, bills of lading (BOLs), air waybills (AWBs), packing lists, COAs, and safety data sheets (SDSs); and monitor freight and storage costs.
Quality & Sales Support
• Review ingredient specifications, COAs, and supporting quality documents to facilitate lot release, storage, sampling, and responses to customer documentation requests.
• Coordinate ingredient samples, quotations, sales orders, invoices, and order-status updates with the sales and customer service teams.
• Maintain organized product, supplier, inventory, and shipment records in company systems; provide timely purchasing, inventory, logistics, and sales-support reports to management.
Administration
• Support accounting by providing receiving records, freight and warehouse invoices, inventory reconciliations, and other operational documentation.
