TIMS VMI Service Coordinator

Thomas Scientific•Haverhill, MA

About The Position

The TIMS VMI Coordinator executes Vendor Managed Inventory (VMI) activities at assigned customer locations according to established schedules and customer agreements. The role supports optimal inventory levels, operational accuracy, and customer satisfaction by managing on-site inventory, maintaining customer relationships, and coordinating replenishment through ClearSpider. It serves as the primary operational contact for VMI customers and collaborates with Purchasing, Inventory, Accounting, Customer Service, and Warehouse teams to meet service levels. The coordinator also identifies opportunities and operational insights that can support Sales and continuous improvement. The work is approximately twenty hours per week at a primary customer in Watertown and twenty hours at various customers around greater Boston. The role includes meetings, picking up a vehicle, and infrequent work at the company warehouse in Haverhill. The employee drives a company vehicle to customer sites, which may include a van, a van with a 14-foot cargo box, or infrequently a 26-foot truck. A simple physical is required to obtain a DOT medical card. At certain locations, the employee completes required cleanroom training, wears provided cleanroom attire, and wipes down products and carts before bringing them into the cleanroom. The position works primarily indoors in temperature-controlled environments, with possible seasonal temperature variations and differing customer-site conditions. Work involves moderate noise and potential chemical exposure depending on the site. Safety glasses, a safety vest, and work shoes may be required for certain tasks or facilities. Physical tasks include walking, standing, sitting, stooping, bending, handling inventory, occasionally transporting up to 25 pounds, and operating a pallet jack when needed.

Requirements

Experience in inventory management, supply chain, warehouse operations, or customer service is preferred.
Strong organizational and time-management skills.
Ability to work independently at customer sites with minimal supervision.
Ability to drive company vehicles, including a van, a van with a 14-foot cargo box, or infrequently a 26-foot truck.
Ability to obtain a DOT medical card following a simple physical.
Strong communication and relationship-building skills.
Valid driver's license and clean driving record; regular travel to customer locations is essential.
Ability to lift, move, and organize inventory as needed.
Ability to perform routine physical tasks involving walking, standing, sitting, stooping, and bending; occasionally transport up to 25 pounds and operate a pallet jack.
Complete customer-required training for cleanroom entry and follow applicable cleanroom and site safety requirements.

Nice To Haves

Proficiency with inventory management systems.

Responsibilities

Perform VMI visits according to established schedules and customer agreements.
Receive, organize, label, cycle count, restock, and replenish customer inventory.
Maintain accurate inventory records in Microsoft Excel, SAP, and inventory management systems.
Verify product condition, expiration dates, and bin locations to help prevent stockouts and overstock.
Complete customer-required training for cleanroom entry, wear provided cleanroom attire, and wipe down products and carts entering cleanrooms.
Generate replenishment orders through ClearSpider and submit them to Customer Service for processing.
Monitor backorders and follow up with Purchasing, Inventory, Warehouse, and Customer Service to resolve delays.
Communicate order status and expected delivery timelines to customers as needed.
Pass customer requests and requirements to VMI management; address operational inquiries, product questions, and service concerns promptly.
Maintain a professional on-site presence and build customer trust and reliability.
Collaborate with Purchasing, Inventory, Warehouse Operations, Accounting, and Customer Service to support VMI execution.
Escalate service-level issues, coordinate resolution, and provide timely updates on inventory discrepancies, customer feedback, and operational challenges.
Identify and communicate new product opportunities, customer needs, and potential upsell or cross-sell opportunities to Sales.
Report customer inquiries about new items, pricing, or product availability and share operational insights that could support account growth or process improvements.
Document VMI activities, inventory adjustments, and customer interactions, including packing lists and change management forms.
Perform shipping reconciliation and manage product issues, coordinating returns with Customer Service and Warehouse.
Identify recurring issues, recommend process enhancements, and participate in internal reviews to improve VMI efficiency, accuracy, and customer satisfaction.
Drive a company vehicle to customer locations in greater Boston and attend meetings, pick up vehicles, or work infrequently at the Haverhill warehouse.

Benefits

Health, dental, and vision coverage through Cigna, Guardian, and VSP, effective the first full month; FSA/HSA options are available.
Company-paid life and AD&D insurance.
Voluntary short-term disability.
401(k) with employer match.
Accrued paid time off.
11 paid holidays, including the employee's birthday.
Paid parental leave and additional paid leave for life events.
Up to $3,000 annually in tuition assistance.
Employee Assistance Program.
Wellness programming.
Legal and identity protection services.
$1,000 employee referral bonus.