ERP Operations Coordinator - dubai - Magic

    Magic
    Magic dubai

    10 hours ago

    Description

    Department:
    Support & Leadership


    Location:
    Global+


    Compensation:
    $7.00 / hour

    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.
    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.
    What to expect
    Work Setup
    Remote position
    Must have a reliable internet connection and a quiet workspace
    Required to provide own computer with Intel Core i5 or something similar or higher operating system
    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

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