Nutraceutical Customer & Orders Specialist

Alpha Softgels; New York, Northern (NY, KY); Hybrid; USD 25,000 - 30,000; Full time

Job summary

Alpha Softgels is seeking a Customer Service Specialist to own the day-to-day operational relationship for nutraceutical accounts, managing the order lifecycle from PO receipt to shipment and invoicing. The role sits at the intersection of Commercial, Planning, Quality, and Warehouse, translating client demand into executable orders.

You will coordinate with Planning, Scheduling, and Quality to ensure accurate specs, on-time shipments, and proper documentation, including CoA/CoC.

Qualifications

• Bachelor's or Associate's degree in business administration, supply chain management, life sciences, or a related field; equivalent experience considered.
• 2–4 years in customer service, order management, inside sales support, or account coordination, preferably within a CDMO, contract packager, or GMP-regulated manufacturing environment.
• Familiarity with Nutraceutical manufacturing variables and their commercial consequences; working understanding of cGMP concepts including batch record review, lot release and quarantine, deviations, change control, and quality agreements.
• Proficiency in ERP/MRP order entry (SAP, Oracle, NetSuite, Microsoft Dynamics, or similar) and strong Excel skills for order, forecast, and inventory reporting. Experience with a CRM (Salesforce) or eQMS (Odoo, MasterControl, Veeva, TrackWise) is a plus.
• Soft written communication, cross-functional collaboration, and the ability to handle high email volume; ownership across departments.
• Certifications: CPIM, CSCP, CCXP desirable.

Responsibilities

• Receive, review, and enter client purchase orders in the ERP system, verifying pricing, item numbers, fill weight, capsule size and shape, shell specification, packaging configuration, and dates against the quote or supply agreement; issue ship dates and resolve discrepancies.
• Serve as the primary operational contact for assigned accounts on order status, lead times, documentation, and logistics; communicate schedule changes and prepare reporting.
• Coordinate with Planning and Scheduling on lead times, campaign sequencing, line capacity, and expedite requests; assess implications of accommodations before committing.
• Collect and maintain rolling client forecasts and feed them to Planning and Procurement to support purchasing of long-lead materials; track forecast accuracy.
• Track receipt and reconciliation of client-supplied materials and inventory; oversee expiry dating and disposition decisions for client-owned material.
• Coordinate delivery of CoA, CoC, specification sheets, and attestations with Quality; route changes into change control and track to closure.
• Log client complaints and adverse events; escalate to Quality and communicate CAPA outcomes within timelines.
• Support new product introductions, tech transfer, and first commercial batch; coordinate outbound shipments and invoicing accuracy.

Skills

Customer service

Order management

Cross-functional

Communication

Attention to detail

Problem solving

Education

Bachelor's or Associate's degree in business administration, supply chain management, life sciences, or related field; equivalent experience considered.

Tools

ERP/MRP systems (SAP/Oracle/NetSuite/MS Dynamics)

CRM (Salesforce)

eQMS familiarity (Odoo/MasterControl/Veeva/TrackWise)

Job description

Alpha Softgels is seeking a Customer Service Specialist to own the day-to-day operational relationship for nutraceutical accounts, managing the order lifecycle from PO receipt to shipment and invoicing. The role sits at the intersection of Commercial, Planning, Quality, and Warehouse, translating client demand into executable orders.

You will coordinate with Planning, Scheduling, and Quality to ensure accurate specs, on-time shipments, and proper documentation, including CoA/CoC.