TIMS VMI Service Coordinator

About Us Thomas Scientific is a leading distributor of laboratory equipment, chemicals, and supplies, serving research, industrial, government, and academic customers nationwide. For more than 125 years, we have helped scientists and researchers focus on their work by making it easier to find, order, and receive the products they need. Our team is at the heart of that mission, and we are committed to supporting the people who make it happen. The Position The TIMS VMI Coordinator is responsible for executing all Vendor Managed Inventory (VMI) activities at assigned customer locations in alignment with the VMI schedule and customer agreements. This role ensures optimal inventory levels, operational accuracy, and high customer satisfaction by managing on‑site inventory, maintaining strong customer relationships, and coordinating replenishment activities through ClearSpider. The VMI Coordinator serves as the primary operational contact for VMI customers and collaborates closely with internal departments, including Purchasing, Inventory, Accounting, Customer Service, and Warehouse to ensure service levels are consistently met. The role also identifies new opportunities and operational insights to support Sales and continuous improvement. KEY RESPONSIBILITIES On‑Site Inventory Management Perform VMI visits according to the established schedule and customer agreements. Manage customer inventory including receiving, organizing, labeling, cycle counting, restocking, and replenishing stock. Maintain accurate inventory records in Microsoft Excel, SAP and inventory management systems ensuring real‑time visibility and data integrity. Verify product condition, expiration dates, and bin locations to prevent stockouts or overstock situations. Complete customer required training for entry into clean room. Wear provided cleanroom attire (scrubs, safety glasses, gloves) to maintain clean room integrity. Wipe down product and carts going into cleanroom with cleaning wipes or spray. Roughly, work twenty hours at primary customer in Watertown and twenty hours at various customers around greater Boston. Meetings, pick-up vehicle or infrequent work at company warehouse in Haverhill. Will drive company vehicle to service customers in greater Boston. Replenishment & Order Processing Generate replenishment orders through ClearSpider and submit them to Customer Service for processing. Monitor backorders and proactively follow up with Purchasing, Inventory, Warehouse, and Customer Service to resolve delays. Communicate order status updates and expected delivery timelines to customers as needed. Customer Relationship Management Pass on customer requests and requirements to VMI management. Address customer operational inquiries, product questions, and service concerns promptly. Maintain a professional presence on‑site, reinforcing trust and reliability. Cross‑Functional Communication Collaborate with Purchasing, Inventory, Warehouse Operations, Accounting, and Customer Service to ensure seamless VMI execution. Escalate issues impacting service levels and work with internal teams to resolve them quickly. Provide timely updates on inventory discrepancies, customer feedback, and operational challenges. Sales Support & Opportunity Identification Identify and communicate new product opportunities, customer needs, and potential upsell/cross‑sell opportunities to the Sales team. Report customer inquiries about new items, pricing, or product availability. Share operational insights that may support account growth or process improvements. Reporting & Continuous Improvement Maintain accurate documentation of VMI activities, inventory adjustments, and customer interactions (packing list, change management form). Perform shipping reconciliation and manage all related product issues, processing returns in coordination with Customer Service and Warehouse. Support continuous improvement initiatives by identifying recurring issues and recommending process enhancements. Par…

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