Operations Support Specialist

Job Summary:

The Operations Support will play a critical role in supporting the daily operations and order processes for both Ultrabase (UB) and RGES. This position is responsible for managing multiple order and operational workflows simultaneously while maintaining a high level of accuracy, organization, and timely communication.

The Operations Support will create and manage daily order packets, coordinate between Sales and Operations, maintain accurate and real-time updates on inventory, shipping, order documentation, and ensure orders are processed according to established procedures. This position requires the ability to effectively prioritize competing requests and deadlines between UB and RGES while ensuring that time-sensitive and customer-impacting issues are addressed promptly.

The Operations Support will verify the accuracy of parcel and freight orders, create shipping labels, schedule customer return pickups, communicate with carriers regarding tracking and shipment issues, issue purchase orders for drop-ship items, and ensure completed orders are properly checked in, documented, and filed.

This position serves as a key liaison between Sales and Operations for both UB and RGES. The Operations Support is expected to provide timely and accurate updates, proactively communicate potential issues, follow up on outstanding items, and escalate larger orders, special requests, or operational concerns to the Operations Manager when appropriate.

Duties/Responsibilities:

Order Processing & Daily Operations

· Manage the daily order processing activities for both Ultrabase (UB) and RGES.

· Create, organize, and maintain daily order packets for UB and RGES.

· Pick and pack orders in Dynamic as required.

· Review orders for completeness and accuracy prior to processing and shipment.

· Ensure orders are processed according to established procedures and within required timelines.

· Monitor daily workloads and prioritize tasks based on urgency, customer impact, shipping deadlines, and operational needs.

· Maintain accurate, real-time updates in the UB and RGES production and order documents.

Sales & Operations Coordination

· Serve as a key liaison between the Sales and Operations departments for both UB and RGES.

· Provide Sales Support with timely and accurate updates regarding inventory, order status, production, shipping, and other operational matters.

· Communicate large orders, special requests, potential delays, order concerns, and other operational issues to the Operations Manager.

· Follow up on outstanding requests and ensure appropriate communication is provided until the issue is resolved.

· Proactively communicate potential issues that could impact order processing, production, shipping, or customer commitments.

Shipping & Transportation

· Verify parcel and freight orders for accuracy prior to shipment.

· Create shipping labels and coordinate carrier pickups for customer returns.

· Coordinate customer return shipments and ensure required documentation is completed accurately.

· Monitor shipment statuses and communicate with FedEx and LTL carriers regarding delayed, lost, damaged, or otherwise problematic shipments.

· Follow up with carriers and internal teams to help resolve shipment issues in a timely manner.

· Ensure tracking information and other applicable shipping details are accurately documented.

Drop-Ship & Vendor Coordination

· Issue purchase orders to the appropriate vendors for UB and RGES drop-ship items.

· Ensure drop-ship orders contain accurate vendor, customer, product, and shipping information.

· Monitor drop-ship orders as needed and follow up on outstanding information or shipment updates.

Order Documentation & Records

· Check in completed orders using the physical packing slip and applicable production/order documentation.

· Verify that completed orders are properly documented and all required paperwork is included.

· File daily UB and RGES orders and maintain organized records.

· Ensure order and shipping documentation is accurate, complete, and readily accessible.

General Responsibilities

· Maintain a high level of accuracy and attention to detail while managing multiple workflows and priorities.

· Communicate professionally and effectively with Sales, Operations, vendors, and carriers.

· Take ownership of assigned responsibilities and follow through to completion.

· Identify and escalate issues when additional direction or assistance is needed.

· Assist with additional operational duties and accountabilities as assigned by the Operations Manager.

Responsible for additional duties and accountabilities that will be assigned as needed.

Required Skills/Abilities:

· Excellent customer service and communication skills.

· Strong organizational skills and exceptional attention to detail.

· Ability to manage multiple priorities, responsibilities, and deadlines across both UB and RGES.

· Strong ability to prioritize work based on urgency, customer impact, shipping deadlines, and operational needs.

· Ability to work effectively in a fast-paced environment where priorities may change throughout the day.

· Strong follow-up and problem-solving skills with the ability to identify issues and take appropriate action.

· Ability to communicate timely and accurate information between Sales, Operations, vendors, customers, and carriers.

· Ability to recognize when an issue needs to be escalated to the Operations Manager.

· Ability to work independently while also functioning effectively as part of a team.

· Strong attention to accuracy when processing orders, shipping information, purchase orders, inventory updates, and operational documentation.

· Proficiency with Microsoft Office Suite, with a minimum of 1 year of experience.

Education and Experience:

· High school diploma or equivalent

· Minimum of 2 years’ experience in an office environment

Physical Requirements:

· Prolonged periods of sitting at a desk and working on a computer

· Ability to lift 15 pounds.

Benefits:

· Will be eligible for health insurance the first day of the first full month following 30 days employed with The Recreational Group

· 401k match (90 day waiting period)