What are the responsibilities and job description for the Logistics & Sales Operations Coordinator position at Caudalie?
LOGISTICS AND SALES OPERATIONS COORDINATOR NORTH AMERICA
JOB SUMMARY:
The Logistics & Sales Operations Coordinator serves as a key liaison between logistics, sales, planning, and warehouse teams across North America. This role manages inbound and outbound shipments, coordinates with 3PLs, and ensures accurate order processing and compliance with customer requirements. The coordinator plays a critical role in driving operational efficiency, timely deliveries, and customer satisfaction across the region.
FUNCTIONS:
Order Management & Systems
- Monitor and process EDI and non-EDI orders in NAV/BC14, ensuring accuracy in UPCs, pricing, and units before release.
- Enter purchase orders and non-EDI orders (e.g., carstock, PR mailers, PPK) into NAV/BC14; maintain item card database for US, CA, and Mexico.
- Review and release orders per Planning team instructions; request extensions for late shipments and communicate out-of-stock updates to Sales.
- Update USA GXS database based on account launch plans.
- Assist with physical inventory counts and manage salesperson expectations during order entry.
Shipping & Logistics Coordination
- Serve as Caudalie's main point of contact with 3PLs in Canada, USA, and Mexico; send instructions, define priorities, and coordinate booking and delivery times through 3PL TMS.
- Track and update status of inbound (air/boat) and outbound shipments; maintain communication with carriers, brokers, and the France team to expedite processes.
- Ensure shipments comply with customer routing guides and arrive on time; arrange same-day deliveries/pickups when needed.
- Collaborate with warehouse shipping and receiving teams to ensure accurate routing and receiving of goods.
- Prepare and manage Bills of Lading, Master Bills, and export documents; support international exports from NJ to Canada and Mexico.
Customer & Account Support
- Analyze and dispute customer chargebacks within 72 hours; track and resolve mis-shipments to prevent recurrence.
- Communicate with accounts (e.g., Sephora, JC, ) regarding tracking, shipping instructions, and window extensions.
- Respond to field team inquiries on order status, delivery issues, carstock, and allocations.
- Process customer invoices and ensure billing accuracy; issue RAs to wholesalers as needed.
- Support Jean Coutu documentation (cost forms, listings, bulletins) and maintain JC portal.
- Take on additional responsibilities as needed to support team goals and evolving business needs.
QUALIFICATIONS:
Education/Experience:
- High school diploma or equivalent preferred.
- Experience in warehouse operations, shipping, receiving, inventory management, and import/export preferred.
- Prior experience in the cosmetics, beauty, or luxury industry is a plus.
- Proficient in Microsoft Dynamics NAV/BC14, Excel, Word, and Outlook.
- Bi-lingual (English/Spanish) is a plus.
Other skills:
- Able to meet tight deadlines, multitask, and thrive in a fast-paced environment.
- Flexible, self-motivated, and results-driven with a strong desire to learn and grow.
- Works autonomously and collaboratively within a team.
- Extremely organized, detail-oriented, and passionate with a positive, high-energy attitude.
- Strong customer service skills and professional communication across departments.
- Fast learner with the ability to adapt to changing business needs and perform varied tasks.
- Strong attention to detail and ability to maintain accuracy under pressure.
WORK HOURS & LOCATION:
- Reporting to the Sales Administration Manager, North America.
- Available to work Monday through Friday 8:00 am – 5:00 pm.
- Work location is at our warehouse located in Carlstadt, New Jersey.
Caudalie provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Caudalie complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfers, leaves of absence, compensation and training.