Operations Support Specialist

Position Summary:
The Operations Support Specialist is responsible for supporting daily business operations by serving as a primary point of contact for client inquiries, assisting with procurement activities, maintaining accurate records and spreadsheets, and ensuring efficient coordination between customers, vendors, and internal departments. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key ResponsibilitiesCustomer & Client Support

• Respond promptly and professionally to client inquiries via email, phone, and other communication channels.
• Provide updates regarding order status, shipments, backorders, and product availability.
• Resolve customer issues and escalate concerns when necessary.
• Maintain positive customer relationships through excellent service and communication.

Procurement & Purchasing

• Create and process purchase orders with vendors and suppliers.
• Monitor open purchase orders and follow up on outstanding deliveries.
• Coordinate with suppliers regarding lead times, pricing, product availability, and shipment schedules.
• Assist in sourcing products and obtaining vendor quotes as needed.
• Track procurement activities to ensure timely fulfillment of customer orders.

Spreadsheet & Data Management

• Maintain and update operational spreadsheets, reports, and tracking logs.
• Enter and verify data related to orders, inventory, purchasing, and vendor information.
• Generate reports to support management decisions and operational planning.
• Ensure accuracy and consistency of all operational records.

Operational Coordination

• Collaborate with warehouse, sales, and management teams to support order fulfillment.
• Track shipments and communicate delivery updates to customers and internal stakeholders.
• Assist with inventory monitoring and replenishment activities.
• Support continuous improvement initiatives by identifying process efficiencies.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• 2+ years of experience in operations, customer service, procurement, or administrative support.
• Proficiency in Microsoft Excel, Outlook, Word, and other Microsoft Office applications.
• Strong written and verbal communication skills.
• Excellent organizational and time management abilities.
• Ability to prioritize tasks and work independently.
• High attention to detail and accuracy.

Preferred Skills

• Experience with ERP systems, purchasing software, or inventory management systems.
• Knowledge of supply chain, procurement, or warehouse operations.
• Advanced Excel skills, including formulas, filtering, and reporting.

Key Competencies

• Customer Service Excellence
• Communication
• Problem Solving
• Organization and Planning
• Attention to Detail
• Time Management
• Vendor Relationship Management
• Multi-tasking and Adaptability

**Reports To:**Director of Operations
Employment Type: Full-Time
Location: On-site or Hybrid (as applicable)

Pay: $20.00 - $23.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person