Position Summary:
We are seeking a highly organized anddetail-oriented Inventory & Business Operations Specialist tomanage the critical intersection of supply chain, finance, and legaladministration. In this role, you will act as the primary "trafficcontroller" for global hardware inventory and business workflows. You willbe responsible for the end-to-end lifecycle of our products - from procurementand inbound reconciliation to outbound fulfillment and financial processing.
The ideal candidate is an expert in datareconciliation who can maintain 100% accuracy while bridging the gaps betweeninternal teams, external vendors, and global logistics partners.
Key Responsibilities:
1. Inventory Management &Reconciliation
- Data Reconciliation: Manually reconcile supplier manifests against third-party logistics (3PL) receiving reports to identify and resolve quantity or serialized data discrepancies.
- Asset Tracking: Coordinate with internal hardware and support teams to ensure serialized device IDs are accurately generated and assigned to manufacturing partners.
- Inventory Integrity: Act as the gatekeeper for the inventory database, ensuring physical stock movements are accurately reflected in digital records.
- Inbound Monitoring: Track global inbound shipments from manufacturers, ensuring all documentation is in place for seamless customs clearance and warehouse intake.
2. Outbound Fulfillment & GlobalLogistics
- Order Management: Process shipment requests and determine the most efficient global fulfillment center for dispatch.
- Compliance & Approvals: Strictly enforce internal financial controls by securing necessary leadership approvals for high-value shipments before dispatch.
- Export Documentation: Generate required shipping documents, including Commercial Invoices and Packing Lists, for domestic and international freight.
- Carrier Coordination: Manage outbound labeling and courier portals (FedEx, DHL, etc.), ensuring the correct accounts and service levels are applied.
3. Procurement & Financial Operations
- Purchase Management: Create and manage Purchase Orders (POs) within the ERP system (Oracle NetSuite), tracking them through the entire lifecycle.
- Accounts Payable: Oversee the intake and processing of vendor invoices via automated AP tools (Bill.com), ensuring accurate coding to General Ledger (GL) accounts and departments.
- Vendor Liaison: Maintain professional relationships with suppliers and freight forwarders to resolve billing or delivery issues.
4. Legal Document Coordination
- Contract Administration: Manage the end-to-end execution of NDAs and vendor agreements using DocuSign.
- Workflow Management: Configure signing orders and ensure all internal and external stakeholders receive executed copies of legal documents.
- Audit Trail: Maintain a centralized and organized digital archive of all company contracts.
5. Reverse Logistics & Returns (RMA)
- Returns Management: Coordinate the Return Merchandise Authorization (RMA) process, determining the appropriate destination for testing, repair, or revalidation.
- Status Updates: Ensure returned units are correctly transitioned into the inventory system to prevent data gaps.
Required Skills & Qualifications
- Software Proficiency:
- ERP: Strong experience with Oracle NetSuite or similar enterprise systems.
- Finance/Legal: Proficiency with Bill.com and DocuSign.
- Data Tools: Advanced mastery of Excel/Google Sheets (VLOOKUPs, Pivot Tables, and managing large, complex datasets).
- Logistics Expertise: Familiarity with global shipping standards, including Airway Bills (AWB), Commercial Invoices, and HS Codes.
- Communication: Strong interpersonal skills to collaborate with Finance, Sales, Hardware, and external global partners.
