The Operations Specialist is responsible for coordinating customer order administration, delivery planning, logistics execution, and inventory monitoring to ensure efficient operations and high levels of customer satisfaction. The role acts as the operational interface between customers, sales teams, logistics, and factories, ensuring accurate order processing, reliable delivery planning, and effective stock management. The other part of the role includes managing the correct production of our Sonic tubes operation in Ontario, California with our manufacturing partner (QA/QC , equipment etc…)

Responsibilities

1. Sonic tube Production management

• Supervise the quality of the production of our sonic tubes and our manufacturing partner in Ontario, CA
• Ensure the operation, equipment maintenance are performed and the proper consumables and spare parts are available for the Operation in coordination with the After Sales Technical Engineers
• Organize shipment, logistics and orders with our distributing partner

2. Customer Operations & Coordination

• Register new customers in the ERP (Microsoft Dynamics 365) system.
• Maintain close coordination with customers’ procurement, operations, and warehouse teams.
• Monitor customers’ stock levels on a regular basis and anticipate supply needs.
• Manage short-term demand forecasts (typically up to a three-month horizon) and anticipate delivery priorities to prevent shortages.
• Communicate proactively with customers regarding product availability and delivery expectations.
• Update the monthly forecast in our financial and operational planning and forecasting platform based on information collected from the Sales team.

3. Order Management & Sales Administration

• Ensure that the appropriate price lists are correctly recorded in the ERP system for each customer.
• Verify purchase orders received from customers, including price, Incoterms, payment terms, and delivery location.
• Communicate any required changes and issue proforma invoices when necessary.
• Manage client order registration in the ERP system and maintain electronic copies of original orders on the Dextra server.
• Communicate expected delivery plans and schedules to customers.
• Implement and maintain processes to ensure that all order-related documentation (POs, invoices, deliveries) is properly tracked and completed.

4. Delivery Planning & Logistics Coordination

• Supervise and organize delivery planning according to available stock, dispatch priorities, and pending orders.
• Optimize logistics flows to maximize invoicing efficiency while minimizing inventory levels.
• Coordinate with the logistics officer to manage the end-to-end delivery process.
• Monitor shipments and ensure timely deliveries and accurate final invoicing.
• Maintain proactive communication with customers regarding delivery status.
• Develop and maintain trucking cost records to allow quick sharing of transport cost information with customers.

5. Inventory & Supply Chain Management

• Monitor Dextra America’s ongoing orders through regular coordination with factories to ensure priority production and minimize shortages or late deliveries.
• Track incoming shipments from Thailand or China and plan deliveries accordingly.
• Monitor and manage Dextra America’s stock levels to support operational continuity.
• Prepare quarterly stock policy proposals.
• Conduct monthly stock validation for accounting purposes.
• Analyze inventory flows (product inflows/outflows, forecasts, safety stock levels) and propose adjustments when required.

6. Reporting & Continuous Improvement

• Prepare monthly sales and operational analysis reports.
• Conduct regular operational data analysis to improve forecasting, stock planning, and logistics performance.
• Identify and implement continuous improvements in operational processes, reporting, and analysis.

• At least a Bachelor’s degree in Supply Chain Management, Business Administration, Operations Management, Industrial Engineering, or a related field.
• Minimum 5 years of experience in operations, supply chain, order management, or logistics coordination within an industrial, manufacturing, or distribution environment.
• Experience in customer order administration, delivery planning, inventory monitoring, and coordination with international factories or suppliers is highly desirable.
• Experience with importing and exporting from Asia into America is a plus
• Professional working proficiency in English (written and spoken), with the ability to communicate effectively with customers, internal teams, and international suppliers.
• Knowledge of Chinese (Mandarin) is considered an advantage, particularly for coordination with suppliers and factories in China.
• Knowledge of Spanish or French is considered an advantage, particularly for coordination with customers from Canada and Latin America.
• ERP systems (preferably Microsoft Dynamics AX or similar)
• Forecasting / planning tools (such as TM1 or equivalent)
• Advanced use of Microsoft Excel for operational analysis and reporting
• Good command of standard Microsoft Office tools (Word, PowerPoint, Outlook)
• Order-to-delivery process management
• Demand forecasting and inventory planning
• Logistics coordination and delivery scheduling
• Operational data analysis and reporting
• Process improvement and operational efficiency initiatives