Customer Service & Logistics Coordinator

About the job WHO WE ARE Vitasynth is a TOP 3 global supplier of vitamin K. Under the Pharmaquinone™ and Vitaquinone™ brands we supply leading supplement and nutraceutical companies around the world – and our K2 ends up in products sold across the whole globe, including the US market.Until now every US order was shipped straight from our production plant in Poland. In the last 3 years are product have gained a rapid attention of US B2B clients. We are now opening a warehouse in the Los Angeles area and building a US operation to serve our American customers from US stock. You would be our second employee in the United States. THE ROLE You would be the person our US customers call – on a US number, in their own time zone, instead of emailing Poland and waiting until tomorrow. Their orders, their shipments, their paperwork, and the awkward conversation when a container is sitting in customs. When the plant cannot make everything at once, you decide who gets served first.Our US customers are ingredient buyers at supplement and nutraceutical manufacturers, and they buy from our warehouse channel – you would own that channel end to end. It is a small book of accounts and a steady flow of orders rather than a queue: enough to fill twenty focused hours a week, and few enough that you would know every customer by name. This is a real 20-hour week, not a full-time job at part-time pay. We sized the role against the work that actually exists. We want those hours across five mornings rather than two long days: our customers need to reach you every working day, and your morning is also when our head office in Poland, nine hours ahead, is still at its desk. Which hours exactly is yours to propose.You work from home; there is no office and we are not planning one. Small company, no layers, real consequences. WHAT YOU WOULD DO • Orders and shipments for our US customers, from first inquiry to delivered pallet – by phone and by email.• Import and export documentation – commercial invoices, packing lists, certificates of origin, certificates of analysis, FDA filings – and working with our customs broker on entries and clearance.• Our third-party warehouse in the Los Angeles area: inbound stock from Poland, order releases, outbound deliveries – run from your desk, with a visit in person when something needs a pair of eyes.• FSVP administration. Our US company is the FSVP importer, so the programme has to be kept current: supplier verification records, the annual reviews, the documentation behind each entry. You would run that administration.• Lot and expiry control: our product is released first-expiry-first-out, and keeping that straight between the warehouse and our records is part of the job, not an afterthought.• Planning: splitting and sequencing customer orders against what the plant can actually produce, and keeping customers up to date on delivery dates.• Watching stock levels in the US warehouse and telling Poland what to replenish and when.• Quotes, samples and documentation for the companies asking about us for the first time.• Our stand at the SupplySide Global fair in Las Vegas each October – you prepare and ship it: freight, materials, checklists, deadlines. You will also attend the show and support us on the stand.• Keeping our order and shipment records accurate in our ERP system (Comarch).• Learning our products and our procedures properly. Vitamin K2 is a technical ingredient and our customers ask technical questions. You would get real time with the people in Poland who know it, not a handbook and good luck.• Other projects as agreed with head office in Poland. WHAT WE ARE LOOKING FOR • 2–3 years in customer service, order management, logistics or import/export coordination at a B2B company.• You have handled shipping and customs documentation before and it does not frighten you.• You are comfortable on the phone with a customer who is annoyed and right.• Excel and an ERP system are ordinary tools to you, and so are numbers.•…

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