Operations Coordinator

Job Title: Operations Coordinator (Wholesale Fulfillment & Logistics)

Reports to the Director of Operations

Full time position in Dumbo, NY (hybrid)

Warehouse located in Cranbury, NJ (would travel 1 day every quarter)

Position Summary:

We are seeking a detail-oriented and proactive Operations Coordinator to oversee the fulfillment of wholesale orders at our 3PL warehouse and manage logistics for shipping and receiving components and finished goods. This position requires excellent organizational skills, strong communication abilities, and an ability to manage multiple tasks simultaneously. The ideal candidate will ensure that all wholesale orders are shipped and delivered on time, coordinate logistics with manufacturers, the 3PL, and freight forwarders, and maintain tight oversight of all shipments.

Key Responsibilities:

Wholesale and E-commerce Order Fulfillment:

• Coordinate with the 3PL warehouse to ensure timely and accurate processing of wholesale orders.
• Communicate order priorities to warehouse staff and ensure urgent shipments are expedited.
• Track the status of open wholesale orders on a weekly basis to ensure timely dispatch and delivery.
• Work closely with the warehouse to resolve any issues related to order fulfillment, inventory, or shipping.
• Maintain accurate and up-to-date records of all shipments, orders, and inventory.
• Ensure that all e-commerce orders are being fulfilled within SLA.
• Work with the E-commerce team to make sure the website inventory levels are accurate.

Logistics Management:

• Organize and manage the shipping of components and finished goods to and from contract manufacturers.
• Create and send RFQs (Request for Quotes) to freight forwarders for international and domestic shipments.
• Track shipments, liaise with freight forwarders, and ensure deliveries are made on time and within budget.
• Proactively troubleshoot and resolve any shipping delays or issues to maintain smooth logistics operations.

Inventory and Receiving:

• Coordinate the receiving of production samples (components and finished goods) from manufacturers.
• Ensure quality control by maintaining retains of components and finished products for testing and inspection and flag any potential issues with production samples or shipments.

Cross-Functional Communication:

• Act as the main point of contact between the 3PL warehouse, freight forwarders, and contract manufacturers to ensure smooth operations.
• Work closely with the New Product Development team for a smooth execution and manufacturing of the new launches
• Partner with Finance to ensure business activity is recorded accurately and timely
• Liaise with other internal teams (sales, customer service, etc.) to ensure that customer needs are met, and fulfillment expectations are aligned.

Qualifications:

• Proven experience in operations, logistics, or supply chain management (preferably in wholesale, warehousing, or logistics settings).
• Strong organizational skills and the ability to handle multiple tasks and deadlines.
• Excellent written and verbal communication skills for interacting with internal teams, suppliers, and 3PL partners.
• Familiarity with ERP software, warehouse management systems (WMS), and order tracking tools.
• Knowledge of international shipping and freight forwarding
• Ability to multitask and manage several projects and deadlines simultaneously while maintaining positive working relationships with internal and external parties -warehouse and 3rd party vendors
• A proactive, can-do attitude and the ability to work independently.
• Comfortable learning new systems and processes

Preferred Skills & Experience:

• Experience with wholesale order fulfillment and 3PL operations.
• Experience working with contract manufacturers and third-party logistics providers.
• Hands-on experience with EDI or similar interfaces
• Ability to speak French a plus