Operations Specialist

Innovative Beauty Group; West Chatsworth (CA); Hybrid; USD 55,000 - 65,000; Full time

Benefits offered by this job

Hybrid work with 2 days remote

International working environment

Health and retirement plan

Job summary

Innovative Beauty Group (IBG) is seeking an Operations Specialist to manage the complete order lifecycle and ensure accurate execution. You will collaborate with customers, vendors, and cross‑functional teams to deliver orders on time and resolve issues with a customer‑first mindset.

Ideal candidates have at least an associate degree or 2+ years in similar roles, strong Microsoft Office skills, and experience with NetSuite/ClickUp.

Qualifications

• Minimum of associate degree (AAS) or 2+ years similar work experience.
• Previous customer service and cosmetic industry experience desirable.
• Proficiency with Microsoft Office and ERP systems such as NetSuite and ClickUp.
• Cursory knowledge of order processing software NetSuite.
• Ability to work well independently and in a team, with meticulous attention to detail.

Responsibilities

• Manage order execution from start to finish, ensuring timely delivery and strong relationships.
• Provide accurate, timely responses to inquiries about orders and services.
• Data entry in ERP system and process orders; review/approve ROA as needed and resolve issues.
• Perform regular system updates and maintain records of approvals and status.
• Communicate with customers on inquiries, proofs, PPS, QA/PS samples, and payment status.
• Serve as primary liaison between customers and IBG West/RB cross-functional teams.
• Determine order lead-time, manage work streams, and report order status on request.

Skills

Communication

People skills

Organization

Attention to detail

Teamwork

Adaptability

Education

Associate degree (AAS)

Bachelor’s degree preferred

Tools

Microsoft Office

NetSuite

ClickUp

Job description

Welcome to IBG!

IBG (Innovative Beauty Group) is a global one-stop beauty shop. By partnering with our clients as an extension of their teams, we bring beauty visions to life. IBG consists of more than 300 colleagues spread over 13 locations worldwide.

IBG North America specializes in turnkey solutions, private label and packaging in the beauty industry. Together, we are concept builders and boosters with global opportunities for well-known retailers and brands.

We are currently seeking an Operations Specialist to join our team. In this role, you will oversee the full order lifecycle, partnering closely with customers, vendors, and cross-functional teams to ensure accurate order execution, timely resolution of issues, and outstanding service delivery.

Success in this role requires strong communication, attention to detail, and a customer-first mindset. You will build and maintain positive relationships, monitor vendor performance, troubleshoot operational challenges, and drive solutions that support customer satisfaction and business success.

This position is for an existing vacancy.

IN THIS ROLE, YOU WILL:

• Manage order execution to maintains good relationships and drives orders/projects from start to finish -- from introduction of services through timely delivery of order.

• Provide accurate, timely, and knowledgeable responses to inquiries about order process/services.

• Data Entry in ERP system and order process procedures · Review/approve & process Roberts Sales Order acknowledgement as needed, solving order issues.

• Perform regular systems updates and maintains all necessary systems record to reflect current approval and order status.

• Communicate with customers regarding inquiries, sales order acknowledgement, artwork, proofs & customer approvals on pre-production samples (PPS), bulk samples/quality assurance (QA) samples, and production samples (PS), payment collections, freight estimate & approval.

• Serve as the primary liaison between customers and IBG West/RB cross functional teams.

• Communicate with customers accurately, determine order lead-time, and ensure manageable work streams.

• Communicate order status to customers regularly and upon request, and troubleshoots customers’ order issues, problems, and provides answers to customer questions.

• Work effectively with Roberts overseas offices and vendors/factories regarding customer needs, changes, or any manufacture issues during order execution

• Maintain good morale among team members through personal attention and clear, assertive action.

ABOUT YOU:

• Minimum of associate degree (AAS), bachelor’s degree preferred, or equivalent of 2+ years similar work experience.

• Previous customer service and cosmetic industry experience desirable

• Intermediate to advanced proficiency with Microsoft Office (Outlook, Word, Excel) and other ERP systems such as NetSuite and ClickUp

• Cursory knowledge of order processing software NetSuite

• Ability to work well independently and in a team environment. · Rigorous diligence; meticulous and accurate

• Well organized, good tracking record skills

• Ability to focus and work in a demanding environment.

• Excellent communication and people skills

• Flexibility and adaptability to change

• Positive attitude, professional, good composure under pressure

WHAT WE OFFER

You will enjoy being part of an energetic and hands-on team, excited about beauty and home care. You will work with passionate and talented colleagues who inspire and support each other. We have fun and celebrate successes together, but we are also not afraid to roll up our sleeves and get the job done. We work hard and play hard!

On top of that you will get:

• A competitive total rewards package with a salary range of $55,000-$65,000 depending on skills and experience

• A comprehensive health/dental and retirement savings plan with employer match

• To work in a hybrid environment with the opportunity to work 2 days remotely

• An international working environment full of energy, beauty and growth

• Opportunities to grow, both personally and professionally.

• Of course, a great bunch of colleagues.
  

We are committed to creating an inclusive environment where diverse perspectives are valued and all employees have the opportunity to thrive. We welcome candidates from all backgrounds and experiences, and encourage applications from individuals of all races, ethnicities, religions, genders, sexual orientations, ages, abilities, and other identities. If you require accommodation at any stage of the hiring process, please let us know by contacting us at [e-mail] so we can work with you to meet your needs.