Operations & Fulfillment Coordinator - Temporary

3 months ago

Vancouver, Canada Chair-man Mills Full time

**JOB SUMMARY**

As an integral member of our operations team, the Inventory Coordinator holds a pivotal role in safeguarding our invaluable event rental inventory while providing exceptional customer service. The primary responsibility will be to implement and uphold effective loss prevention strategies, procedures, and protocols. We’re seeking an individual with a keen eye for detail, coupled with robust analytical and communication skills, who can also deliver strong customer service experiences. Organizational skills will be put to the test as one navigates the complexities of inventory management, ensuring accuracy and efficiency at every turn while fostering positive interactions with our clients.

**WORK SCHEDULE**
- This position runs until February 2025, with the possibility of extension.
- Tuesday - Saturday 11am - 7pm (flexibility required)

**KEY ACCOUNTABILITIES
**Inventory Recovery and Client/Venue Relationship Management**:

- Close & review billing of standard contracts, prior to sending to client for final payment.
- Coordinate feedback from all departments regarding unreturned, damaged, or additional items on orders.
- Communicate with clients/venues regarding missing items post-event completion and the warehouse check-in process.
- Generate invoices for clients/venues for unreturned items and track and credit returned products if returned after final invoicing.
- Arrange for the return of located items by clients/venues to our warehouses.
- Schedule driver pick-ups and coordinate client returns to the warehouse directly.
- Assess damages of returned products and collaborate with departments to determine repairability and appropriate billing to clients.
- Build strong rapport with clients/venues to enhance relationships and ensure customer satisfaction.

**Operations Support**
- Assist the operations team with administrative tasks, including closing and sending out incoming and outgoing orders, processing sales orders, and responding to customer inquiries promptly and professionally.
- Collaborate closely with the sales and dispatch team to provide necessary support and ensure smooth execution of sales and operations.

**Customer Service**
- Provide excellent customer service by promptly responding to inquiries, resolving issues, and ensuring overall customer satisfaction.
- Handle inbound calls, take orders from customers, and facilitate communication with the dispatch team to schedule deliveries efficiently.
- Demonstrate product knowledge to customers and assist them in making informed decisions.
- Address customer complaints professionally, providing effective resolutions and ensuring customer retention.
- Support dispatch teams with both regular and last-minute orders, acting as a mediator between sales, fleet, and clients.
- Facilitate communication and coordination with various departments, including the warehouse, tableware, and linen to fulfill last-minute orders and meet customer demands.
- Gather feedback from customers and update the error report to continuously improve service quality and operational efficiency.

**Inventory Management**:

- Maintain accurate records of all event rental inventory, including equipment, decor, furniture, and accessories.
- Utilize POR to track the movement, availability, and condition of inventory items.
- Conduct periodic physical inventory counts and audits to reconcile inventory records and identify discrepancies.

**Follow-up and Ongoing Support**:

- Regularly follow up with clients regarding unreturned items post-event.
- Maintain ongoing communication with internal departments to ensure smooth coordination and resolution.
- Review orders and update Point of Return (POR) accordingly with unreturned, returned, or damaged products.

**Process Improvement**:

- Collaborate with sales and operations teams to identify and implement process improvement opportunities.

**Inventory Management and Data Accuracy**:

- Track and document internal breakage/damages to ensure accurate inventory counts.
- Monitor, document, and process inter-store product transfers to ensure complete fulfillment of client orders and return to the home store.
- Oversee and monitor the transfer process, including the product's final destination.
- Work with department leads to maintain accurate inventory records in the POR system and ensure all related documentation is complete and filed correctly.

**Other Duties**:

- Filing and administrative tasks
- Act as the primary after-hours contact for handling urgent issues and inquiries.
- Evaluate the nature of each call received after hours and delegate tasks to dispatch or warehouse teams as needed for effective troubleshooting and resolution.
- Additional projects as assigned

**MINIMUM REQUIRED QUALIFICATIONS**
- ** Previous Experience**: Preferred background in customer service, sales support, or logistics management, demonstrating a solid foundation in client interactions and operational coordination.
- **Communication

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