Operations Coordinator

Job Title: Operations Coordinator
Location: Remote
Work Shift: US Time zone
Working Hours: Part-time (20 hours per week) with the potential to transition to full-time

JOB OVERVIEW:

The Operations Coordinator plays a crucial role in streamlining operations across departments, ensuring seamless order fulfillment and communication between customers, wholesale partners, inventory, production, shipping, and sales teams. This position requires strong organizational skills, attention to detail, and technical proficiency with tools like QuickBooks, Pipedrive, Shopify, Gorgias, Klaviyo, and order and operational management systems. The ideal candidate will have experience in e-commerce for products, adept at facilitating and communicating internal operations, monitoring inventory, managing product shipments, and providing crucial support to management teams to maintain smooth workflows. A passion for clean beauty, and care for a successful online sales operations and customer experience is key to thriving in this role.

KEY RESPONSIBILITIES:

Wholesale Sales Operations Coordination:

• Order Entry into QuickBooks and ShipStation
• Maintain and update marketplace data across platforms (e.g., Faire, Salon Centric, Macy’s).
• Manage the Wholesale Orders Log.
• Data Entry prospects samples into ShipStation and follow-up tracking.

E-commerce Administration:

• Provide administrative support and data entry, inventory tracking, production coordination, and cross-functional teams (marketing, affiliate, sales).
• Reporting KPIs and operational metrics, providing regular updates to internal teams.
• Assist with onboarding new affiliates, influencers, and partners by maintaining accurate records and distribution lists.

Social Media Support:

• Assist with managing captions and support social media efforts as needed, including scheduling posts, monitoring accounts, and contributing to content planning.

Graphic Design Support:

• Support the creation of graphic design materials as needed, potentially including basic designs for social media, marketing, or internal use.

Nice-to-Have Qualifications:

• Experience with social media management tools and platforms.
• Basic knowledge of graphic design tools, such as Canva or Adobe Photoshop.
• Familiarity with creating and scheduling engaging social media content.
• Understanding of brand consistency and visual aesthetics in graphic design.

Core Competencies:

• Strong organizational and coordination skills for managing multiple workflows.
• Proficient in data management, inventory tracking, and marketplace maintenance.
• Ability to effectively collaborate across departments (Wholesale sales, Customer Service, Production, Fulfillment) to resolve issues and streamline processes.
• In-depth understanding of the e-commerce landscape, including fulfillment, shipping logistics, and product inventory.
• Adept at problem-solving, with a resourceful approach to managing inventory, shipping delays, and operational challenges.
• Familiarity with product line and core values to ensure brand consistency in operations.

• 2-5 years of experience in E-Commerce, Customer Services, Sales Operations, Managing Sales Related Data and Systems.
• Strong technical proficiency with e-commerce platforms, CRM tools, and current inventory management systems.
• Advanced spreadsheet skills for managing data, developing reports, and maintaining operational logs.
• Ability to troubleshoot operational challenges and communicate resolutions effectively across departments.
• Familiarity with online marketplaces and wholesale operations, ensuring accurate data management and fulfillment.
• Strong internal communication skills to facilitate smooth coordination between the customer, inventory, production, and shipping teams.

Primary Software:
Microsoft Excel, QuickBooks, Google Workspace, Asana, Slack, Pipedrive, Upfluence, Klaviyo, ShipStation, Faire, Salon Interactive, Range.me, Yotpo, Skio.

Physical Requirements:

• Remote Workstation Setup: The ability to set up and maintain a comfortable and ergonomically appropriate workstation for extended periods of computer work, including proper seating, desk space, and equipment positioning.
• Manual Dexterity: Proficiency in using computers, keyboards, and other office equipment for data entry and communication purposes.
• Visual Acuity: Sufficient eyesight to read and analyze information on account forms, online stores, and other relevant documents.