Fulfillment Lead
About The Position
Aegis Ventures is a startup studio focused on AI-driven companies, particularly in healthcare. Avandra Imaging, an Aegis company, aims to revolutionize healthcare research by creating a large indexed data cloud of medical imaging. The Fulfillment Lead will be responsible for processing incoming customer orders, from receipt through invoicing and hand-off to the warehouse. This role is primarily focused on order processing but also involves identifying and implementing process improvements, tracking order status, coordinating with the warehouse, supporting inventory and procurement, and assisting with customer inquiries and administrative functions. This is expected to be a full-time, desk-based role.
Requirements
- 4+ years of experience.
- Prior experience in order processing, data entry, logistics, or operations administration strongly preferred.
- Exceptional attention to detail and accuracy, particularly when processing a high volume of orders.
- Proficiency with QuickBooks Online (QBO), Salesforce, and standard shipping platforms (FedEx, UPS, freight/LTL), or comfort learning new systems quickly.
- Strong written and verbal communication skills; responsive and professional with customers, vendors, and internal team members.
- Excellent organizational skills and ability to manage multiple order streams, inboxes, and priorities simultaneously.
- A collaborative, problem-solving mindset — interested in identifying and helping fix process gaps, not just processing orders as-is.
Responsibilities
- Process all incoming customer orders across product lines, including Accessory orders and Service related orders, from receipt through invoicing.
- Review incoming purchase orders for pricing, quantities, units of measure, and discrepancies.
- Process customer orders and invoices in QuickBooks Online (QBO) and Salesforce.
- Generate shipping labels (FedEx, UPS) for warehouse staff.
- Create and maintain Bills of Lading (BOLs), packing lists, commercial invoices, and other required shipping documentation.
- Coordinate LTL and freight shipments, including scheduling pickups and obtaining carrier quotes.
- Verify consignee information, shipping requirements, and delivery instructions.
- Track time-and-materials billing for applicable orders and services.
- Partner with the Head of Fulfillment and Operations leadership to identify opportunities to systematize and optimize order processing and fulfillment workflows.
- Help build and maintain a shared order-status tracking process across product lines.
- Flag recurring errors or bottlenecks and help design and implement fixes.
- Hand off completed labels, invoices, and order documentation to the warehouse team for picking, packing, and shipping.
- Coordinate with warehouse staff on order readiness and shipping priorities.
- Support the shipping process for accessories, systems, RMAs, and customer orders.
- Maintain accurate inventory levels for accessories, hardware, and operational supplies.
- Support weekly inventory counts and cycle counts.
- Maintain receiving logs and inventory tracking documentation.
- Communicate replenishment needs to Operations.
- Assist with procurement tasks as time allows.
- Respond to customer order inquiries, RMA requests, shipping questions, and product return coordination.
- Interact directly with customers by phone and electronically.
- Support operational continuity by assisting with team responsibilities during absences or increased workload.
- Collaborate with fulfillment and warehouse team members.
- Provide backup support for office administrative functions as needed.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
