Job Description
Our Client is looking for an Operations Assistant to provide analytical and operational support across purchasing, logistics, inventory, e-commerce, sales administration, and business reporting.
This role will help keep day-to-day operations moving while strengthening the accuracy, documentation, and backup coverage behind critical processes. The Operations Assistant will coordinate shipments, support purchasing and inventory activity, reconcile information across systems, prepare reports, and help resolve operational issues with internal teams and external partners.
The successful candidate will be highly organized, comfortable working with data, and motivated to understand why discrepancies occur - not simply process transactions. This role is well suited for someone who enjoys learning systems, investigating issues, and finding practical ways to improve recurring work.
Job Responsibilities
Operations, Logistics, and Fulfillment
- Support day-to-day business operations across purchasing, logistics, inventory, e-commerce, and sales administration.
- Coordinate domestic small-parcel and LTL shipments, including obtaining freight quotes, scheduling pickups, tracking shipments, and resolving delivery issues.
- Work with warehouses, third -party logistics providers (3PLs), freight carriers, and vendors to coordinate receiving, fulfillment, inventory movement, and other operational requirements.
- Assist with international logistics by coordinating with freight forwarders, customs brokers, suppliers, and distribution partners.
- Review shipping and customs documentation for completeness and help resolve clearance, classification, tariff, duty, and delivery issues.
Inventory and Purchasing Support
- Monitor inventory levels across internal and third-party warehouses and investigate inventory discrepancies.
- Support inventory reconciliation, purchasing, forecasting, and vendor -management activities.
- Prepare purchase orders, monitor open orders, track inbound inventory, and communicate with manufacturers and suppliers.
- Help maintain accurate product, inventory, purchasing, and availability information across business systems.
Data, Reporting, and Reconciliation
- Maintain and analyze inventory, purchasing, sales, financial, and operational data using the company’s ERP system, Microsoft Excel, and other business platforms.
- Prepare recurring and ad hoc reports to help management evaluate inventory levels, sales trends, purchasing requirements, logistics performance, and other operating metrics.
- Export, organize, clean, and reconcile data from ERP systems, marketplaces, EDI platforms, warehouses, and other third-party systems.
- Use established spreadsheets, reporting tools, and automation scripts to process and validate business data.
- Research discrepancies across multiple sources, identify root causes, and document practical corrective actions.
- Support payment reconciliation, credits, deductions, refunds, chargebacks, and other fundamental accounting processes as needed.
E- Commerce and B2B Operations
- Support third-party marketplace and e-commerce operations, including product information, inventory availability, order processing, and operational issue resolution.
- Assist with B2B customer operations, including product availability, quotations, EDI transactions, order requirements, and internal coordination.
- Work cross-functionally with Sales, Purchasing, Finance, Customer Service, Warehousing, and management to investigate and resolve operational issues.
Systems and Process Improvement
- Assist with testing and implementing new reports, software integrations, automation tools, and operational processes.
- Document procedures, maintain accurate records, and help develop clear standard operating procedures.
- Support management with special projects involving inventory, logistics, purchasing, data analysis, e-commerce, and business-process improvement.
- Identify opportunities to reduce manual work, strengthen controls, and make recurring processes more efficient and dependable.
Numbers & Facts
| Location | NY |
| Job Type | Contractor, Full-time, Employee |
| Salary | $70,000–$85,000 Per Year |
Qualifications
Required Qualifications
- Advanced proficiency with Microsoft Excel, including formulas, PivotTables, lookups, data filtering, and analysis of large datasets.
- Experience working with ERP, accounting, inventory -management, or order -management systems.
- Working knowledge of accounts payable, accounts receivable, payment reconciliation, credits, deductions, and other fundamental accounting processes.
- Demonstrated ability to reconcile data from multiple sources, investigate discrepancies, and identify their underlying causes.
- Strong analytical and problem-solving skills, with the ability to independently research issues and develop practical solutions.
- Excellent attention to detail and a high degree of accuracy when working with financial, inventory, customer, and transactional data.
- Strong organizational and time-management skills, with the ability to manage multiple priorities and recurring deadlines.
- Effective written and verbal communication skills and the ability to work professionally with customers, vendors, contractors, freight providers, and internal departments.
- Ability to document processes, maintain records, and develop clear standard operating procedures.
- Strong systems aptitude and an interest in using technology and automation to improve business processes.
- Willingness and ability to work onsite each workday at the Farmingdale office.
Preferred Qualifications
- Two to four years of experience in operations, purchasing, logistics, or a related business function.
- Experience with Python, SQL, Power Query, Power BI, or other data -analysis and automation tools.
- Experience creating custom reports or analyzing data exported from ERP systems.
- Experience reconciling e-commerce or third -party marketplace transactions, including payments, commissions, deductions, refunds, and chargebacks.
- Familiarity with sales -tax reporting, economic nexus requirements, or multi-state sales-tax compliance.
- Experience supporting financial or operational audits and compiling supporting documentation.
- Experience with inventory reconciliation, purchasing, forecasting, and vendor management.
- Experience coordinating small parcel, LTL, and/or international freight.
- Familiarity with customs documentation, HTS classifications, tariffs, duties, and customs brokers.
- Experience working with 3PLs, warehouses, distribution operations, B2B customers, and/or e-commerce channels.
Ideal Candidate
- Analytical and curious, with a strong instinct to understand why a discrepancy occurred and how to prevent it from recurring.
- Highly organized and comfortable balancing recurring deadlines with unexpected operational priorities.
- Collaborative, dependable, and willing to follow through across departments and external partners.
- Eager to learn new systems and take on increasingly complex analytical and operational responsibilities over time.
- Committed to accuracy, continuous improvement, and clear communication. provement, and clear communication.
Benefits
Paid Time-Off, 401K, Medical, Dental, Vision
Skills
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