Temporary Coordinator - Distribution Services

Hermes•Dayton, NJ

23h

About The Position

The Coordinator, Distribution Service provides customer service to internal and external clients and communicates order status from order inception through delivery. The role serves as a liaison and key contact between customers and the distribution center, conveying client requests and requirements and coordinating with clients, boutiques, sales divisions, and distribution teams. The coordinator supports one HOP division and is cross-trained to help other divisions and team members when needed. Updates are communicated through Outlook, Microsoft Teams, phone calls, and HOP software applications. The role also supports internet sales and related customer-care needs, handles company assets and products with care, and completes work accurately and according to procedures. Responsibilities include processing client and vendor orders, communicating availability and delivery status, coordinating order extensions and deliveries, reviewing order confirmations and reports, preparing warehouse documents, supporting vendor compliance, and assisting with customer escalations and inventory discrepancies. The role requires a flexible schedule to meet business needs, including extended holiday hours during designated periods. The position pays $25.00 per hour; actual rates depend on the job, location, and individual experience. Candidates may perform the role with or without reasonable accommodation.

Requirements

1–2 years of experience, including a hands-on internship or activities in a similar role or department.
High school diploma required.
Excellent attention to detail and strong organizational skills.
Willingness to learn continuously.
Ability to work with team members across departments in a varied and growing organization.
Ability to work independently with little supervision.
Proven ability to meet short- and long-term goals and deadlines.
Appropriate urgency in addressing client escalations and customer-service requests.
Intermediate to advanced knowledge of Microsoft Excel.
Strong written and verbal communication skills.
Flexible schedule to meet business needs, including extended holiday hours during designated periods.

Nice To Haves

Bachelor of Science or Bachelor of Arts degree is preferred but not required.

Responsibilities

Provide exceptional customer service to internal and external clients and communicate order status from order inception through receipt at the final delivery destination.
Serve as a liaison and key point of contact between customers and the distribution center, communicating client requests and requirements.
Process incoming order requests from internal and external clients.
Recommend alternative item selections or substitutions when requested items are unavailable or out of stock.
Process vendor stock orders requested by sales divisions and ensure purchase orders are confirmed with estimated delivery dates.
Review daily back-order reports and communicate order status and potential delivery delays.
Monitor order start-ship and cancel dates, negotiate order extensions, and coordinate shipping details with the Dayton distribution center.
Review and correct client order confirmations using EDI software, resolving item, unit, style, color, pricing, and quantity discrepancies before shipment and communicating adjustments to accounts.
Issue Return Authorizations when requested and approved by the appropriate sales division.
Prepare Loans and ITS documents for the Dayton warehouse as needed.
Create, generate, and review daily department reports, including Merchandise On-Hand, Summary of Open Pick Tickets, Back Order Merchandise, and Open BP Receipts.
Assist the Dayton Management Team with the status and prioritization of pending inbound merchandise shipments from HOP France.
Process weekly Cegid replenishment requests.
Learn and follow vendor routing guidelines, communicate guideline updates to the Dayton shipping department and CSA Team, and assist with investigating and resolving vendor chargebacks by providing supporting documentation.
Serve as a backup customer service contact for urgent needs and coordinate with distribution center management to address stakeholder requests.
Support retail boutiques by communicating inbound shipment requirements, space constraints, and processing limitations.
Communicate inventory store cutoffs or shipment holds related to boutique physical inventories or space constraints.
Support the Inventory Control Management Team with item inventory discrepancies and reconciliation.
Immediately share errors or communication and process shortfalls with the immediate manager or departmental manager.
Complete other duties assigned by the immediate manager or departmental director.