Operations & Customer Service Specialist
hace 2 días
Hauppauge
Job Description ABOUT VHF Vhf is a leading manufacturer of dental milling machines, tools and software. We are a true technology company — innovation is in our DNA with 35 years of expertise in developing and manufacturing CNC technology. Creating Perfection is our mission. We constantly strive to provide the perfect solution to our customers. Our claim describes the approach of each employee. With our uncompromising commitment to quality, we are constantly taking vhf to the next level. The company employs around 350 people globally and is constantly growing. All research, development and production take place on the campus of our German parent company. Vhf Inc. is the North American entity providing sales, marketing, distribution, and technical support to our customers in the US and Canada. Our office is located in Hauppauge, New York. Operations & Customer Service Specialist Department: Operations POSITION DETAILS Location: Hauppauge, NY (On-site) FLSA Classification: Exempt Reports To: Director of Business Operations Required Travel: Minimal POSITION SUMMARY At vhf Inc., operations don't run on autopilot — they run on people who take ownership. As our Operations & Customer Service Specialist, you will be the engine behind every order that moves through our business, from the moment a customer submits a request until the moment their shipment arrives. This is a high-visibility, high-impact role at the center of our North American operation. Day to day, you will own the full order lifecycle — managing customer orders and purchase orders across our webshop and ERP, coordinating outbound shipments with FedEx and UPS, handling inbound inventory, and serving as the first point of contact when customers need answers. You will work directly alongside Sales, Finance, and Operations leadership, which means your decisions and your execution will be seen and felt across the entire organization. This is not a back-office role. You will have a direct line to process improvement — identifying gaps, proposing solutions, and helping build the operational infrastructure that supports vhf's continued growth in the US and Canadian markets. If you are someone who thrives in a fast-moving environment, takes pride in getting the details right, and wants to grow within a globally respected technology company, this role was built for you. ESSENTIAL FUNCTIONS & RESPONSIBILITIES • Lead improvements to operational systems and processes across order management, fulfillment, shipping, and inventory., • Support implementation of improved inventory controls, including Just-In-Time (JIT) inventory practices, forecasting enhancements, and data-driven replenishment methods., • Assist in evaluating and implementing technology solutions, including AI-enabled inventory and planning tools, to improve operational efficiency and accuracy., • Execute and coordinate order intake, order processing, fulfillment, shipping, and returns to ensure timely and accurate order-to-shipment execution., • Serve as the primary point of contact for customer inquiries related to order status, fulfillment timelines, shipping issues, backorders, and returns., • Enter and manage customer orders and purchase orders (POs) in the webshop and ERP, ensuring accuracy of pricing, quantities, and shipping requirements., • Coordinate picking, packing, shipping, and carrier activity, including management of FedEx and UPS accounts., • Receive and process inbound inventory, maintain inventory accuracy, and support cycle counts and physical inventory activities., • Prepare and manage international shipping documentation, including Bills of Lading (BOLs), and maintain HTS codes for international shipments to ensure customs compliance., • Coordinate with Sales, Finance, and Operations to support seamless order execution, inventory accuracy, and customer satisfaction., • Perform other operational duties as required to support business needs. REQUIRED SKILLS & EXPERIENCE • 5+ years of experience in operations, order management, customer service, or a related field within a distribution, manufacturing, or product-based business environment., • Direct experience managing customer order intake, order processing, and order-to-shipment workflows — from customer inquiry through delivery confirmation., • Demonstrated customer service skills, including managing high-volume customer inquiries, resolving order issues, and maintaining customer satisfaction under time pressure., • Strong working knowledge of ERP systems and webshop or order management platforms, with hands-on responsibility for order entry, fulfillment coordination, inventory updates, and shipping execution., • Working knowledge of shipping and carrier operations, including FedEx and UPS account management and outbound shipment coordination., • High level of accuracy and attention to detail, with the ability to identify and resolve order, inventory, or shipping discrepancies., • Proven ability to manage high order volume, competing priorities, and time-sensitive customer requirements in a fast-paced environment., • Excellent written and verbal communication skills, with experience interacting directly with customers, carriers, and internal teams., • Strong organizational, analytical, and problem-solving skills with a mindset toward continuous improvement and operational efficiency. PREFERRED SKILLS & EXPERIENCE • Prior experience in a distribution center, manufacturing operation, or logistics-driven organization., • Experience supporting or leading process improvement initiatives related to order intake, fulfillment workflows, or inventory management., • Exposure to inventory optimization concepts including Just-In-Time (JIT), forecasting, demand planning, or inventory accuracy programs., • Experience with international shipping, customs documentation, and HTS codes (German and/or Canadian shipments a plus)., • Experience evaluating or working with technology-enabled solutions, including automation or AI-supported inventory and planning tools. EDUCATION Bachelor’s degree in business, Operations, Supply Chain, or a related field preferred. An associate degree with 5+ years of relevant experience, or a high school diploma/GED with 7+ years of directly relevant experience, will also be considered. PHYSICAL DEMANDS • Ability to lift 50 lbs.+, • Capable of physical movement throughout the warehouse and ability to manually operate lift equipment.