Operations Va - Job Description

Project overview

Key Responsibilities: Purchase Order Management: -Assist in placing purchase orders with vendors and ensure accuracy and timeliness. -Coordinate with vendors to confirm order details, delivery schedules, and pricing. -Monitor and track purchase orders to ensure timely delivery. -Coordinate with vendors to resolve any issues or discrepancies. Inventory Management: -Create new part numbers in our systems for new products or variants, ensuring consistency and accuracy. -Track inventory levels and ensure accurate stock counts. -Coordinate with warehouse and logistics teams to manage inventory movements and shipments. Vendor Management: -Assist in locating new vendors and suppliers. -Conduct research and due diligence on potential vendors. -Maintain vendor information and relationships. -Ensure all purchase prices and preferred vendors are filled in on our ERP system (e.g., NetSuite). -Source products by obtaining price lists from vendors and conducting price analyses to identify cost-saving opportunities and negotiate favorable terms. -Review vendor's Proforma Invoices (PI) and flag any price increases or discrepancies for further investigation and resolution. Documentation Management: -Request product documentation such as Certificates of Analysis (CofA), Technical Data Sheets (TDS), Instructions for Use (IFU), and Material Safety Data Sheets (MSDS) from vendors. -Convert product documentation to adhere to Filtrous branding guidelines for consistency and branding alignment. Shipment Tracking: -Track shipment statuses from vendors to ensure timely delivery and update stakeholders as necessary. -Monitor shipment progress and address any delays or issues with logistics partners. Reporting: -Generate backorder reports daily to identify outstanding orders and coordinate with relevant teams to prioritize fulfillment. -Generate pcr kit shipment/po reports daily to track the status of pcr kit shipments and purchase orders, ensuring accuracy and timely delivery. -Run reports from NetSuite to provide insights into inventory levels, sales performance, and other key metrics. General Administrative Support: -Provide administrative support to the operations team as needed. -Handle correspondence and communications with internal and external stakeholders. Qualifications: -Proven experience in an administrative or operations support role. -Familiarity with NetSuite is a plus. -Strong proficiency in GSuite (Gmail, Google Drive, Google Sheets, Google Docs) and Microsoft Excel. -Excellent written and verbal communication skills in English. -Ability to work independently and efficiently in a remote setting. -Exceptional organizational skills and attention to detail. -Strong problem-solving and analytical abilities. -Tech Savvy: Comfortable with using technology and learning new tools quickly. Proficiency in basic computer skills and familiarity with online research methods. -Reliability and Integrity: Dependable and trustworthy with a strong work ethic. Ability to maintain confidentiality and handle sensitive information appropriately.

Category Admin Support
Subcategory Virtual Assistant
Is this a project or a position? Project
Required availability Full time

Project duration More than 6 months

Skills needed