Operations Specialist

About Mallory RenéeMallory Renée has been a partner to America’s retailers for 85 years, designing, sourcing, and delivering reusable bag programs that shoppers love and retailers rely on. What began in 1941 as hand-sewn handbags in a Manhattan loft is now a third-generation, family-owned business supplying custom reusable bag programs to national retailers, grocery chains, and department stores across the country.A new generation of the family is carrying the business into its next chapter, and we’re investing in the brand, technology, systems, and team to grow. This role is an important part of that investment.The OpportunityWe’re looking for a highly organized, experienced Operations Specialist with broad hands-on experience supporting the day-to-day operations of a company that sells physical products to major retailers.This is not a narrowly focused logistics or supply-chain position. We’re looking for an operations generalist who has worked across multiple functions and is comfortable moving between customer purchase orders, EDI, invoicing and accounting support, Excel and reporting, retailer requirements, international shipping, systems, and day-to-day problem solving.You’ll work closely alongside our COO and be involved in the full operational cycle—from receiving a customer purchase order through fulfillment, shipping, invoicing, and issue resolution. Because we’re a small, experienced team, responsibilities that might be divided among several departments at a larger company come together in this role.We’re looking for someone who doesn't just process what's in front of them. The right person notices when something doesn't look right, investigates why, communicates with the right people, and follows the issue through until it's resolved.For someone who enjoys understanding how all the pieces of a business fit together, this is an opportunity to take meaningful ownership of the day-to-day operation and grow into an increasingly important role within the company.What You’ll DoCustomer orders. Receive and process customer purchase orders and manage them through fulfillment, shipment, and invoicing. Verify quantities, pricing, dates, and other details and resolve discrepancies.EDI. Manage retail EDI transactions including purchase orders, acknowledgements, advance ship notices, and invoices. Monitor transactions, identify errors, and resolve exceptions to keep orders flowing accurately.Accounting support. Work in QuickBooks handling AP and AR entries, customer invoicing, and other day-to-day accounting functions. Assist with reconciliations and month-end activities.Excel and reporting. Maintain and analyze order, sales, shipment, inventory, and other operational information. Build and maintain Excel reports that provide accurate information for management and help identify issues requiring attention.Retail customer requirements. Work with routing guides, delivery windows, ASNs, labeling and other vendor requirements to ensure customer orders are processed correctly and help prevent delays, deductions, and chargebacks.Systems and data. Work across our order-management, EDI, accounting, and other business systems, ensuring information is accurate and consistent from one part of the process to another.International shipping. Coordinate international shipments as part of the overall order process. Prepare commercial invoices, packing lists, bills of lading, and other shipping documentation and communicate with freight forwarders, carriers, customs brokers, and overseas partners as needed.Overseas coordination. Exchange purchase order, production, shipping, and documentation information with our manufacturing and quality-control partners abroad. Some early-morning or late-day communication may occasionally be required due to time-zone differences.Problem solving. Investigate order discrepancies, EDI errors, missing information, invoicing issues, shipping problems, and other operational exceptions. Determine what happened, what needs to be done, and follow through until the issue is closed.Process improvement. Identify recurring problems and inefficient workflows and help create clear SOPs and repeatable processes that improve accuracy and efficiency.Technology and AI. Use technology and AI tools to work more efficiently, organize and analyze information, automate repetitive work, improve processes, and find better ways to solve everyday operational problems.Who We’re Looking ForWe're less concerned with a specific number of years of experience than with the breadth and relevance of what you've actually done.The strongest candidates will have hands-on experience in many or all of the following areas:Customer purchase order processing and order managementEDI transactions and troubleshootingAP/AR, customer invoicing, QuickBooks, or similar accounting responsibilitiesExcel reporting and analysisERP, order-management, EDI, or other business systemsRetail vendor requirements and complianceWorking with large retail customersCustomer and vendor communicationInternational shipping documentation and coordinationInventory, warehouse, or 3PL coordinationProcess improvement and SOP developmentWe are particularly interested in candidates who have worked in consumer products, wholesale, retail vendor operations, or another business selling physical products to major retailers and have been responsible for multiple parts of the order-to-cash process.You should also be:Exceptionally organized and detail-oriented. You notice mismatched numbers, dates, quantities, pricing, and missing information before they become larger problems.A problem solver. When something goes wrong, your instinct is to investigate why, determine what needs to happen next, and get it resolved.Accountable. You follow through, meet deadlines, and close the loop.Comfortable with numbers. You can work accurately with invoices, purchase orders, pricing, inventory, and accounting information.Strong with systems. You're comfortable with Excel and can quickly learn ERP, EDI, accounting, and other business software.A clear professional communicator. You'll communicate regularly with customers, vendors, freight partners, warehouses, and overseas teams.Comfortable with responsibility. You don't need multiple layers of management to tell you what needs attention.Process-minded. You look for ways to make recurring work more accurate, efficient, and repeatable.Interested in technology. You're comfortable using AI and other tools to improve how work gets done.Comfortable in a small team. You're willing to handle both significant operational responsibilities and the everyday work required to keep the business running.What Success Looks LikeCustomer orders move accurately from PO through fulfillment, shipment, and invoicing.EDI and order exceptions are identified and resolved quickly.Customer invoices and accounting information are accurate and timely.Retailer requirements are understood and consistently followed.Operational reports provide accurate information and flag issues requiring attention.International shipments are properly documented and kept on schedule.Recurring problems are investigated and corrected rather than repeatedly worked around.Important workflows are documented and increasingly systemized.The COO can hand you an operational issue and know you'll take ownership of it through resolution.You become a trusted, go-to member of the team who understands how the different parts of the business fit together.LocationSunrise, FL — In Person, 5 Days per WeekThis is a hands-on, in-office position working closely with company leadership and our operations team.