Operations Specialist

Operations Specialist, 3PL Systems and Client Operations

Company: YNK Incubator | Location: Elmwood Park, NJ (on site) | Reports to: Director of 3PL Operations

Pay: $30 to $32 an hour, based on experience | Type: Full time, hourly | Schedule: Weekdays, with some weekends and longer hours during peak (October through January)

The role

YNK Incubator is a growing 3PL in Elmwood Park that ships for ecommerce brands across apparel, beauty and consumer goods. We handle everything from daily direct to consumer orders to wholesale and Amazon FBA shipments, and we're building the team and systems to scale through peak season and beyond. This is a chance to help shape how a growing operation runs, not just fill a seat.

The Operations Specialist keeps the systems, data and client side of the operation running so the floor can ship: product and inventory data in Shopify and ShipStation, client requests and onboarding, billing, and fixing whatever stops orders from moving. This isn't a desk job. You'll split your time between the screen and the floor, and when the team needs help with receiving, counts or getting orders out, you roll up your sleeves and pitch in. You'll work closely with the floor leads and own the result, not just the ticket.

Who you are

• Smart. You trace a problem to its cause, whether it's a bad upload, a sync setting or a process gap, and fix it so it doesn't come back. You pick up new systems quickly.
• Hard working. You do what it takes during peak, and you'll walk the floor to see a problem for yourself instead of guessing from a screen.
• Reliable. Clients and leads get an answer the same day. When you say something is fixed, you've checked it.
• Adaptable. New clients, new rules, new systems and shifting priorities don't throw you. You reset and keep moving.
• Coachable. You ask for feedback, take it without getting defensive, and apply it. You share what you know so others can do it too.

What you'll do

Keep systems and product data right

• Set up and maintain client products, SKUs, barcodes, weights and locations in Shopify and ShipStation, ideally before stock arrives
• Run inventory uploads and adjustments, then check the result in ShipStation instead of assuming it worked
• Troubleshoot sync, order import, store connection and label issues, and fix the cause
• Maintain ShipStation views, automation rules, tags and carrier settings for each client

Run client operations

• Handle day to day client requests in Pylon, Slack and email, with same business day replies
• Onboard new clients: intake, product data requirements, packaging, special rules and system access
• Communicate exceptions such as shortages, discrepancies and delays clearly, with the fix and a date
• Track open requests through to resolution and close them only when the client confirms

Support inventory accuracy

• Spend time on the floor every day: verify locations, check stock and see problems firsthand
• Pitch in on receiving, counts, picking and packing when volume or staffing calls for it
• Reconcile receiving counts against packing lists and the system, and report discrepancies to clients
• Investigate inventory and order discrepancies and support cycle counts
• Document each client's setup and rules so the team isn't dependent on one person
• Train leads and new hires on the systems and each client's rules

Use AI to work smarter

• Use AI tools to clean and check product and inventory data, spot errors before they reach the floor, and speed up reconciliations
• Draft client updates, SOPs and reports faster, then review them for accuracy before they go out
• Look for repetitive work that AI or automation could take off the team's plate, and test it

Billing, reporting and supplies

• Prepare monthly client billing from order, storage and labor data, and check it before it goes out
• Build simple client and internal reports: orders shipped, on time performance, open issues, inventory
• Order supplies within the purchasing process and keep reorder points current
• Gather carrier rate and supplier quotes when needed

Tools you'll use

• ShipStation: client accounts, views, automation rules, tags and carrier settings
• Shopify: products, inventory, orders and bulk uploads
• Pylon: client tickets and requests
• Slack: team and client communication, and the operations action list
• Google Sheets and Excel: uploads, reconciliations, billing and reports
• Carrier portals and Loop for shipping and returns
• AI tools such as Claude or ChatGPT for data checks, analysis, drafting and documentation

Authority and judgment

You can:

• Make day to day system and data fixes on your own, without waiting for approval
• Communicate directly with clients on operational matters
• Hold inventory from release until its product data is ready
• Prioritize systems requests based on what's blocking orders

Use your judgment. Solve what's in front of you. Bring the Director only what you can't fix yourself, what affects a client relationship or costs money, or what will keep happening unless something changes. When you do, come with what happened, what you've already done, and what you recommend.

Teamwork

We're a small, growing team. Each role has clear ownership, but everyone learns the full operation and steps in where needed, from receiving and counts to printing, packing and systems. Helping doesn't change who owns the result: the owner still makes sure it's done, checked and handed off.

What we're looking for

Required

• 3 years in ecommerce operations, fulfillment or a 3PL, with hands on systems work
• Strong working knowledge of ShipStation and Shopify administration, including bulk product and inventory uploads
• Strong in Excel or Google Sheets: lookups, pivots, cleaning data and keeping barcodes intact
• Clear, professional written English for client communication
• Organized, with consistent follow through on open items
• Comfortable using AI tools in daily work, and careful to check what they produce
• Comfortable spending part of every day on a warehouse floor and doing hands on work: standing, walking and lifting up to 50 lbs, with or without reasonable accommodation

Preferred

• Multi client 3PL experience
• Client facing account or customer success experience
• Billing or invoicing experience
• Amazon FBA or Seller Central experience
• Familiarity with integrations, apps or tools like Matrixify
• Spanish

What success looks like

First 30 days

• Owns the client request queue with same business day replies
• Knows each client's setup, rules and contacts
• Every product and inventory upload checked in ShipStation after it's run
• Each client's setup documented so someone else could cover

By 90 days

• Orders printing without a location close to zero
• Client issues resolved with fewer repeats for the same cause
• Monthly billing out on time and accurate
• At least one new client onboarded with product data ready before the first delivery
• Floor leads rarely blocked by a systems or data problem

Growth

We're growing, and we look to develop people from within as we do.

Pay: $30.00 - $32.00 per hour

Work Location: In person

Salary : $30 - $32