ERP Operations Coordinator (Fishbowl ERP) - Freelance, Remote

• Enter, track, and reconcile sales orders, transfers, and invoicing within Fishbowl ERP with high accuracy.
• Maintain clean product, customer, and vendor records; monitor inventory levels and resolve discrepancies.
• Generate and maintain operational reports to support decision-making and billing timeliness.

• Coordinate inbound/outbound shipments; liaise with warehouses/shippers to meet delivery timelines.
• Reconcile receiving, transfers, and returns/RMAs; ensure documentation is complete and audit-ready.
• Implement and uphold standardized procedures for pick/pack/ship and inventory movements.

• Manage the VP’s calendar, inbox, meetings, travel, and follow-through with precision and discretion.
• Serve as the first line of contact via Zoom Phone/WhatsApp; triage requests and protect executive time.
• Prepare briefing docs, meeting notes, and executive communications; ensure actions are tracked to completion.

• Coordinate daily with sales, shipping, accounting, and marketing to keep operations aligned.
• Provide timely updates to sales reps and external partners; maintain accurate records in AcuityMD (CRM).
• Support product and marketing collateral updates; ensure files and documentation are organized in Dropbox.

• Create, refine, and maintain SOPs for order, inventory, and billing workflows.
• Clean up file systems and naming conventions to ensure traceability and compliance.
• Drive continuous improvement to reduce errors, shorten cycle times, and support scalability.

• 3+ years managing operations, orders, or inventory in Fishbowl ERP or similar (NetSuite, SAP, QuickBooks).
• 2–3 years in marketing coordination, sales support, or product support.
• Proven experience supporting senior leadership or acting as an Executive Assistant in a fast-paced environment.
• Advanced Microsoft 365 skills (Excel, Outlook, Word); comfort with ERP reporting and data hygiene.
• Demonstrated composure under pressure; exercises sound judgment with confidential information.
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS
  • Headset with an extended mic that has noise cancellation and a webcam
  • Back-up computer and internet connection
  • Quiet, dedicated workspace at home

• ERP fluency: Fishbowl superuser (or similar ERP) across order-to-cash, inventory control, and invoicing.
• Excel proficiency: lookups, pivot tables, data cleansing, and reconciliation.
• Clear, professional communicator; strong writing, documentation, and follow-through.
• Gatekeeping with tact and authority; confident, diplomatic, and assertive when needed.
• Exceptionally organized; systems thinker who builds and improves SOPs.
• Calm, emotionally steady presence in high-energy, time-sensitive situations.
• Familiarity with medical device/surgical inventory terms is a plus; bilingual English/Spanish is a plus.
• Comfortable with Microsoft 365, Dropbox, AcuityMD (CRM), Zoom Phone, WhatsApp, and Zoom.

• You thrive in a high-pressure, mission-critical operations environment and stay composed under stress.
• You love creating order from chaos: cleaning data, tightening processes, and building repeatable workflows.
• You take ownership, move fast with accuracy, and hold yourself to high standards of responsiveness.
• You are a confident gatekeeper who can prioritize, say “no” or “not now” respectfully, and protect executive time.
• You learn enterprise tools quickly and enjoy partnering closely with sales, accounting, shipping, and marketing.
• You value discretion, professionalism, and delivering results that are audit-ready.

Benefits