ERP Operations Coordinator

ERP Operations Coordinator (Fishbowl ERP) - Freelance, Remote Location: Philippines (Remote) Department: Support & Leadership Compensation: $7.00 / hour Description A fast‑growing, U.S.‑based medical device company supporting high‑stakes surgical needs for hospitals and independent sales reps. The business relies on Fishbowl ERP as its operational backbone to manage orders, inventory, and logistics across multiple stakeholders. The culture is fast‑paced, execution‑driven, and highly collaborative, with a strong emphasis on accuracy, responsiveness, and compliance. Why does this role exist? This role brings structure, speed, and accuracy to day‑to‑day operations so the VP can focus on strategic, revenue‑driving initiatives. By owning Fishbowl ERP workflows, order/inventory integrity, and executive coordination, the ERP Operations Coordinator will reduce bottlenecks, eliminate disorganization, and ensure audit‑ready records. The ideal hire is a calm, decisive gatekeeper who can master enterprise tools quickly and thrive amid high‑energy interactions from sales reps and surgeons. Impact you’ll make ERP and Order‑to‑Cash Ownership 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. Inventory, Shipping, and Logistics Coordination 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. Executive Support and Gatekeeping 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 documents, meeting notes, and executive communications; ensure actions are tracked to completion. Cross‑Functional and Stakeholder Liaison 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; keep files organized in Dropbox. Process, Documentation, and Audit Readiness 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. Skills, Knowledge and Expertise 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 8 GB RAM, an Intel i5 or AMD Ryzen 5 processor; 40 Mbps internet; headset with noise cancellation and webcam; backup computer and internet connection; quiet dedicated workspace. Your Superpowers ERP fluency: Fishbowl superuser 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 should apply if: 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. Work Setup Remote position. Must have a reliable internet connection and a quiet workspace. Required to provide own computer with Intel Core i5 or similar; operating system as required. Working Hours 40 hours per week. Monday – Friday, 8 am to 5 pm Eastern Time. Compensation $7 per hour. No benefits package included. #J-18808-Ljbffr