Operations Coordinator

Talentify; South Bend (IN); On-site; USD 38,000 - 62,000; Full time

Job summary

Talentify is seeking an organized Operations & Fulfillment Coordinator to support shipping, fulfillment, inventory, and administrative tasks at our headquarters. The role requires attention to detail, proactive multitasking, and accountability in a fast-paced setting.

You will manage daily shipping, coordinate with carriers, maintain inventory data, and support ERP systems and reports to ensure smooth operations across departments.

Qualifications

• Minimum 2 years of experience in operations, shipping/logistics, fulfillment, inventory management, or administrative support.
• Strong organizational and time-management skills.
• Detail-oriented with ability to handle multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Outlook, Excel, and other Office apps.

Responsibilities

• Manage daily fulfillment and shipping activities from the headquarters.
• Coordinate with UPS and other providers to ensure on-time pickups and deliveries.
• Prepare, process, and track shipments accurately.
• Monitor customer portals and internal systems to ensure timely order fulfillment.
• Investigate and resolve shipping-related issues.

Skills

Operations

Shipping

Fulfillment

Inventory management

Administrative support

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Office

Job description

Overview

We are seeking a highly organized and dependable Operations & Fulfillment Coordinator to support day-to-day shipping, fulfillment, inventory management, and administrative operations at a corporate headquarters location. This role plays a critical part in ensuring inventory accuracy, timely shipment processing, and smooth operational execution across multiple business functions. The ideal candidate is detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced environment while maintaining a high level of professionalism and accountability.

Responsibilities

Fulfillment & Shipping Operations

• Manage daily fulfillment and shipping activities from the headquarters office
• Coordinate with UPS and other shipping providers to ensure on-time pickups and deliveries
• Prepare, process, and track shipments accurately
• Monitor customer portals and internal systems to ensure timely order fulfillment and shipment resolution
• Investigate and resolve shipping-related issues as needed

Inventory Management

• Maintain accurate inventory records for:
  • Product samples
  • Marketing materials
  • Packaging supplies
  • IT equipment
  • Company assets
• Perform inventory tracking and reconciliation activities
• Monitor stock levels and proactively reorder supplies to prevent disruptions
• Ensure inventory data is accurate and up to date

Administrative & Operational Support

• Enter and maintain shipment and inventory information within the ERP system
• Maintain operational reports, trackers, and records with a high degree of accuracy
• Monitor and document operational activities and performance metrics
• Support special projects and process improvement initiatives
• Assist with additional operational and administrative responsibilities as assigned

IT Equipment & Asset Management

• Track and maintain IT equipment inventory
• Coordinate equipment replacement, procurement, and inventory updates
• Communicate inventory and equipment needs to appropriate stakeholders

Required Qualifications

• Minimum of 2 years of experience in:
  • Operations
  • Shipping and logistics
  • Fulfillment
  • Inventory management
  • Administrative support
• Strong organizational and time-management skills
• Exceptional attention to detail and accuracy
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment
• Strong written and verbal communication skills
• Proficiency with:
  • Microsoft Outlook
  • Microsoft Excel
  • Other Microsoft Office applications
• Experience maintaining reports, trackers, databases, and inventory records
• Strong problem-solving abilities
• Ability to work independently with minimal supervision
• Proven reliability, professionalism, and accountability

Preferred Qualifications

• Experience using ERP systems
• Experience with shipment tracking platforms and logistics tools
• Inventory control or warehouse support experience
• Experience coordinating with third-party shipping and logistics providers
• Knowledge of fulfillment, shipping, and inventory best practices