Business Operations & Logistics Specialist I

SUMMARY OF ESSENTIAL DUTIES AND RESPONSIBILITIES

The main role of the Business Operations & Logistics Specialist I is to work across different internal departments (sales, operations, and field operations) to ensure that clients are taken care of while company targets are obtained.

Key Responsibilities Include:

Front Desk Responsibilities

• Be the first point of contact for people entering the building. Politely greet them and direct them accordingly based on their business with different departments.
• Ensure the conference room is ready and sanitized for business meetings pending scheduling. Occasionally requires taking out the trash and ensuring it is in clean order.
• Reorder office supplies and make store runs for sanitary products as needed
• Check mail and distribute accordingly

File Maintenance

• Scan and upload item receipts and item fulfillments (Daily)
• File scanned copies into filing cabinet
• Occasionally source documents in the filing cabinet if hard copies are needed.
• Create new vendor/customer files as needed
• Purge filing cabinet yearly to free up space for additional files
• File any additional documents that are stored in the front desk filing cabinet (Shipping documents, gas receipts, etc.)

Order Processing & Order Fulfillment

• Maintain the shop@vivoaquatics.com inbox to process incoming purchase orders from customers by working with Business Operations & Logistics Specialist II to disperse the demand.
• Verify PO’s from the prior day have been emailed and/or acknowledged from vendors.
• First member of the procurement team phone tree to receive and/or direct phone calls as needed.
• Assist VivoAquatics employees & customers obtain part #’s, check inventory and source local items available, request vendor quotes and freight estimates to distribute quotes in a timely manner. Each territory VivoAquatics serves has different pricing levels for selling and receives different price levels from Vendors dependent upon the area.
• Handle direct quote/order requests from customers in multiple territories. Track down job completion dates.
• Track shipments and update system accordingly for transparency
• Verify purchase requisitions by comparing items requested to mfg part #; clarifying unclear items; recommending alternatives if NLA. Forwards available inventory items by verifying stock; scheduling incoming & outgoing deliveries.
• Prepare purchase orders by verifying specifics and pricing; obtaining recommendations from suppliers for substitute items; obtaining approval from the requisitioning department.
• Occasionally create shipping labels and/or assist in order fulfillment & packing processes during busy season
• Escalate errors to Business Operations & Logistics Specialists II when identified on purchase orders, items receipts or order confirmations as needed.

Inventory & Pricing Management

• Annually assist with inventory counts in the warehouse
• Maintain and update inventory items and pricing when directed by a Business OperationsSpecialist II or Director of Business Operations & Logistics

QUALIFICATIONS

• Strong analytical and problem-solving skills, including the ability to collect, gather, visualize and analyze information.
• Aptitude to see a problem or situation from different points of view. Willingness to handle difficult and/or unexpected situations with a positive attitude.
• Strong oral and written communication skills including, clearly and simply convey information to peers. The ability to educate others.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to read and comprehend basic instructions, short correspondence, general business periodicals, professional journals and technical procedures.
• Ability to prepare memos, correspondence, etc.
• Ability to effectively present information and respond to questions from customers and employees.
• Self-starting, self-organizing, self-motivated.
• Ability to operate various office equipment and software, including MS Office, GSuite, NetSuite, and Salesforce
• Ability to effectively multi-task and function in a fast paced work environment
• Must be able to lift, carry, move up to 25lbs as needed

SUPERVISORY RESPONSIBILITIES

• N/A

EDUCATION and/or EXPERIENCE

• 1+ years of experience in related area required
• Experience in the aquatics industry preferred
• Experience with MS Office, GSuite, or similar required
• High school diploma or equivalent required