Operations Specialist

SBH Fashion; New York (NY); On-site; USD 75,000 - 90,000; Full time

Job summary

SBH Fashion is seeking an Operations Specialist to oversee inventory coordination, production tracking, and international logistics. The role focuses on coordinating SORs, factory collaboration, and timely deliveries across multiple markets.

You will manage labeling, ticketing, and compliance for licensing; optimize constraints like MOQ and pack sizes, and coordinate with Asia production hubs and third-party logistics to ensure accurate documentation and cost control.

Qualifications

• Experience coordinating with factories, suppliers, and logistics partners to manage SORs and timelines.
• Ability to redirect unsold production and manage make-to-stock vs. FOB requirements.
• Strong knowledge of inventory flow planning and weekly shipments from Asia to global markets.
• Experience handling packaging, labeling, ticketing, and licensing/compliance for international customers.

Responsibilities

• Manages Sales Order Requests from initiation to delivery, including ship date confirmation and factory coordination.
• Redirects unsold production to alternative customers in China to reduce inventory.
• Tracks production progress from PO issuance to shipment and customer timelines.
• Resolves MOQ issues and pack size discrepancies with merchandising and factories.

Skills

Inventory coordination

Production tracking

Logistics planning

Trade support

ERP data management

Label compliance

Data accuracy

Cross-team collaboration

Customs documentation

Licensing support

Tools

Exenta

Simparel

Style Master

ERP systems

Job description

Job Title: Operations Specialist

Inventory Coordination and Production Tracking

• Manages Sales Order Requests (SORs) from initiation to delivery, including confirming ship dates, coordinating with factories, and handling special requirements such as rework fees, labeling, and ticketing.
• Redirects unsold production to alternative customers in China, reducing “make-to-stock” inventory by selling goods before export. This lowers overhead and aligns inventory with customer-specific requirements or FOB terms.
• Tracks production progress from purchase order issuance through factory feedback and shipment, ensuring alignment with customer expectations and internal timelines.
• Resolves Minimum Order Quantity (MOQ) issues and discrepancies due to pack size changes, working closely with merchandising and factory teams to ensure smooth production and fulfillment.

Logistics and Trade Support

• Plans and manages weekly inventory flows from production hubs in Asia to destination markets in various countries.
• Applies a Just-in-Time (JIT) inventory model, limiting shipments to a maximum of three months’ supply to reduce excess and optimize warehouse capacity.
• Coordinates with multiple vendors to execute consolidation plans across countries, ensuring efficient container utilization and timely delivery.
• Oversees inbound logistics setup with third-party providers ensuring proper delivery appointments, carrier preferences, and ASN’s are issued.
• Supports distributor onboarding by confirming labeling, ticketing, and shipping requirements.
• Coordinates customs and VAT documentation for the UK and Europe, ensuring accurate billing and compliance.
• Monitors container movements and resolves logistics issues, including customs holds and product destruction when necessary.
• Handles the export of goods from all warehouses, including preparing and verifying Schedule B codes, HS codes, and other required documentation for international shipments. Rudro ensures that invoices, packing lists, and consignee details are accurate and compliant with customs regulations across destinations.
• Manages HS number setup and maintenance in ERP system for every item and market. Run reports to validate HS codes for active items, updates templates used in shipping and production workflows and ensures all export documentation reflects accurate classification.
• Participates in holiday and event logistics planning to ensure delivery schedules align with retail timelines.

Cost and Invoice Management

• Confirms transportation and rework fees, reviews freight invoices for accuracy, and communicates cost-related decisions.
• Works with the AP team to resolve credit/debit notes related to under-shipment and failed testing adjustments.

Sales Team Support

• Provides detailed CBM (Cubic Meter) analysis for container load planning, including both software-based and Excel-based reports to help the sales team and customers understand carton and piece capacities.
• Reviews and updates price lists, verifying style descriptions, UPCs, label codes, and carton dimensions to ensure accuracy and consistency with system data.
• Coordinates with the sales team on licensing compliance, including label placement, branding requirements, and packaging specifications for international customers.
• Supports sales operations by troubleshooting discrepancies in Exenta, cleaning up item files, and ensuring alignment between system data and customer-facing documentation.
• Communicates directly with senior sales leadership and external buyers to resolve issues related to labeling, carton markings, and product presentation.

ERP Data Management and Label Compliance

• Maintains and audits product data in Simparel (ERP), ensuring accuracy across pack sizes, label codes, and customer-specific configurations.
• Cross-checks label requests from Sales against default labels in the Style Master to prevent downstream errors in production and logistics.
• Reviews all item setups from the Creative team for accuracy and completeness before forwarding to the Data Entry team in China for system setup.
• Coordinates with Sales, Production, and China teams to resolve data discrepancies and ensure timely updates to internal systems.
• Flags and corrects mismatches in label codes, pack sizes, and ticketing details that could impact order fulfillment or compliance.

Licensing and Landed Cost Oversight

• Manages and updates the landed cost calculator weekly for multiple international markets, incorporating royalty rates, freight costs, and shipment types (FOB vs. landed-in).
• Ensures royalty rates remain stable in the calculator based on long-term contracts, with updates only when new agreements are signed.
• Adjusts freight calculations regularly to reflect current logistics conditions and cost structures.
• Adds new brands to the calculator as contracts are executed, ensuring accurate setup for each market and customer.
• Coordinates with Sales and Licensing teams to ensure operational systems reflect current contract terms and cost structures.

International Regulatory Support

• Oversees product registration efforts for new business development across international markets.
• Prepares and submits documentation packages required by local regulatory agencies, including ingredient breakdowns, raw material specifications, and compliance forms.
• Coordinates with Compliance and China teams to gather and validate data needed for registration submissions.
• Tracks registration timelines and deliverables to meet country-specific requirements and support timely market entry.

Salary: $75,000-$90,000