Operations Coordinator

FlatWorld•Boston, MA

4d•$55,000•Hybrid

About The Position

Our mission is to bring textbook prices back down to earth. College professors are our customers. We make their lives easier by ensuring that their students have access to our high-quality, digital-first textbooks, at prices they can afford. We are growing rapidly. As the Operations Coordinator, you will work with the Director of Operations and COO/CFO to ensure that all company operations run smoothly. You will be an integral part of supporting all facets of the organization including sales, editorial, customer service, finance and marketing teams. You’ll also act as a central point of contact for all employee questions and concerns. In this role, you will be performing a wide variety of tasks, from monitoring and maintaining inventory levels, to running our conference planning (including managing the calendar and budgets), to helping onboard and offboard new and departing employees including assisting with employee benefits. You will be in communication with every employee in the company to varying degrees, and you will work closely with external partners, including FlatWorld’s authors. This is a hybrid position that will require 4 days a week in-person at our Boston office at 661 Boylston Street.

Requirements

This is an entry-level position.
You will be a good fit for this job if you demonstrate a strong attention to detail, a professional and responsive communication style, and are willing to be the go-to person for your co-workers.
This is a great role for someone interested in learning all aspects of a company and becoming familiar with a wide array of internal processes and teams.
Are extremely organized and enjoy juggling many differing tasks at once
Have excellent time-management skills and demonstrate a sense of urgency to each task
Have excellent written and verbal communication skills; proficient in English-language business writing
Are resourceful - enjoy problem solving and working both independently, and collaboratively with a small team to tackle challenges as they arise
Have a strategic mindset, with the ability to see the big picture as well as smaller details
Enjoy working with numbers and formulas; are process and data-oriented
Are very comfortable using a Mac and many different programs/applications
Are proficient/advanced in Google Suite and Microsoft Excel and Word
Feel comfortable teaching yourself programs and processes with little formal guidance; eager to adapt new technologies and find more efficient ways of working
Are comfortable creating and documenting new processes

Responsibilities

Printed textbook management: daily monitoring of inventory; maintenance of pending orders; working to supply bookstores; uploading files as new books are published/errata is made; work with our Institutional Sales team to ensure large custom print orders are handled in a timely and accurate manner and troubleshoot shipping issues
Amazon Seller’s Marketplace management: upload new titles; monitor inventory; oversee any account health issues; work with customer service team to respond to customer inquiries; process returns on both the Amazon system and the FlatWorld platform.
Sales Representative support: coordinate conference attendance by maintaining overall conference calendar, working with reps on budgets & coordinating on-site supplies; create commission reports; order and monitor branded merchandise to be handed out to faculty; work with Institutional Sales team to send welcome kits to key customers
Editorial support: manage various aspects of the creation and development of textbook catalog pages; support with the creation of custom titles by working collaboratively with tech and sales teams; oversee Airtable project management platform; communicate with authors when a new title is signed; coordinate author video meetings with sales reps.
Customer Service support: review bookstore orders; package up paper passes at the office; approve refund requests
Finance support: process large and small data sets from institutions in Excel; process customer credit card disputes
Human Resources: onboard and off board new and departing employees; manage asset inventory (e.g. laptops, iPads, monitors) company-wide; run time-off system and answer any questions; train employees on various systems.
Administrative/Operational: schedule company meetings; organize and plan yearly company off-site meeting; maintain company calendar; direct employee questions to the correct person; work with Tech team to implement improvements to FlatWorld website/systems.
Marketing support: research branded merchandise ‘swag’ items for selling seasons and conferences; work with the marketing department to manage the Mimeo platform to get sell-sheets, catalogs and swag onto our marketplace and products available for sales reps.
Author Royalties: work closely with operations and finance teams to support the monthly royalty process; upload new titles and contract terms into the system; distribute royalty statements to authors.
Shipping & Logistics: You're comfortable using some muscle occasionally to get incoming and outgoing shipments processed. Whether it be a box of conference supplies going to one of our reps in the field, or a carton of textbooks that got dropped off at our office, you can lift up to 30lbs with ease.