The Operations Specialist coordinates daily order processing, warehouse activities, transportation, and customer delivery follow-up. This role tracks orders from receipt through confirmed delivery, maintains accurate records, and works with customers, suppliers, warehouses, and carriers to resolve issues. The position also supports cost-effective freight arrangements and recurring distribution programs.

Order Processing and Fulfillment:

- Receive and process customer orders in NetSuite; verify item numbers, quantities, case pack information, purchase order references, and delivery details.
- Send order confirmations, communicate expected delivery dates, and coordinate partial shipments, backorders, and remaining quantities.
- Prepare and distribute packing slips, bills of lading, shipping labels, and other required shipping documents; ensure references and product descriptions are accurate.

Transportation and Delivery Coordination:

- Schedule parcel, less-than-truckload, and full-truckload shipments; coordinate warehouse pickups, carrier availability, and delivery appointments when required.
- Confirm pickup hours, receiving windows, delivery addresses, access requirements, and unloading needs, including liftgates, pallet jacks, and driver assistance.
- Track shipments, obtain estimated arrival times, communicate delays, and coordinate rescheduling or address corrections with carriers.
- Obtain and distribute proof of delivery; reconcile delivered cases and pallets against orders and follow up until outstanding quantities are delivered.

Warehouse and Inventory Coordination:





- Coordinate with warehouses on receiving, order preparation, product availability, pickup readiness, and dispatch confirmations.
- Request receiving and inventory reports; verify case and pallet counts and investigate shortages, incorrect products, or discrepancies.
- Arrange replacement shipments, repacking, and separation of damaged goods as needed, and confirm related warehouse charges.

Claims and Billing Support:

- Prepare and submit damage or shortage claims using signed delivery documents, invoices, photographs, and shipment details.
- Track claims, credits, refunds, and replacement deliveries; follow up with the responsible parties until resolution.
- Verify shipment completion and supporting documents before recommending invoice acceptance; coordinate billing discrepancies with the appropriate team.

Freight Costs and Recurring Distribution:

- Request and compare transportation quotes, discuss pricing with providers, and recommend options based on cost, capacity, and delivery reliability.
- Coordinate recurring weekly delivery routes and communicate stop frequency, pallet quantities, dimensions, weights, and service requirements to providers.




- Assess shared or dedicated truck options and route-based pricing; support service reviews using vigente shipment volume and delivery performance.

Communication and Operational Follow Through:

- Provide clear updates to customers, internal teams, suppliers, warehouses, and carriers on order status, pickups, deliveries, and unresolved issues.
- Maintain organized order records, shipment documentation, and correspondence so open items can be tracked and handed over when needed.
- Escalate issues that threaten delivery commitments and identify practical improvements to reduce delays, errors, and unnecessary costs.

Skills and Qualifications:

- Experience in operations, logistics, order fulfillment, customer service, or warehouse coordination.
- Ability to use NetSuite or a comparable ERP system, spreadsheets, email, and carrier tracking or shipping platforms.
- Understanding of purchase orders, packing slips, bills of lading, proof of delivery, case and pallet quantities, and common freight services.
- Strong organization, attention to detail, written communication, and problem-solving skills; ability to manage multiple orders and follow up consistently.
- Ability to evaluate freight quotes, coordinate external providers, and balance service requirements with operating costs.

Performance Expectations:

Success is measured by accurate order and shipping records, timely pickups and deliveries, prompt customer updates, complete proof-of-delivery records, resolution of shortages and claims, and effective control of transportation costs.

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📌 Operations Specialist (Colombia)
🏢 NOW Interactives
📍 Colombia