ERP Operations Coordinator (Fishbowl ERP) - Freelance, Remote

Department: Support & Leadership

Employment Type: Full Time

Location: Global+

Reporting To: Client via Magic

Compensation: $7.00 / hour

Description

About the Client
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 strong emphasis on accuracy, responsiveness, and compliance.
Why does this role exist?
This role exists to bring 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 will be a calm, decisive gatekeeper who can master enterprise tools quickly and thrive amid high-energy interactions from sales reps and surgeons.

The 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 docs, 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; ensure files and documentation are 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

Required:

• 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

Your Superpowers:

• 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.
• Comf