Operation System Specialist

About the role

We are seeking a highly skilled and proactive Operational System Specialist to manage and optimize our operations system across the company. In this role, you will be responsible for ensuring the seamless integration and efficiency of our systems, aligning operational strategies with broader business goals, and overseeing the performance of all systems supporting our global operations. This position plays a vital role in driving operational excellence, innovation and efficiency while ensuring the smooth functioning of all internal processes.

The ideal candidate will have extensive experience in managing complex systems, optimizing workflows and collaborating with cross-functional teams. You will also be responsible for overseeing system integration, data management, and troubleshooting in a fast paced, dynamic environment. Strong knowledge of operations management software, system analytics, and the ability to adapt to evolving business needs will be key to our success.

About Soleil Collective 

Backed by Gauge Capital, Soleil Collective is building a portfolio of leading high-growth brands specializing in sunless tan, suncare and bodycare products. Soleil accelerates growth and improves profitability with sales, marketing, operations and strategic management expertise. We have completed two acquisitions to date : Loving Tan and Coco & Eve. Loving Tan is the category leader in prestige tanning, delivering the most natural-looking tan. Proudly made on Australia’s famed Gold Coast, the professional quality, natural olive color and flawless application are beloved by A-listers, creators and beauty lovers alike. Coco & Eve’s story starts in Bali, among the island’s volcanic beaches and lush rainforests. The brand allows you to glow up like you just returned from a trip to paradise with our  sun-kissed, skin-loving tan products and deliciously scented, efficacious haircare - all formulated with the best tropical Balinese ingredients. 

Responsibilities

ERP/WMS Management and Maintenance

• Oversee and maintain operational systems (e.g. ERP - Netsuite/CIN7, Shopify and etc) and ensure systems are updated, secure and functioning as intended.
• Implement updates, upgrades and configurations to enhance efficiency.
• Manage data migration, system testing and user acceptance testing (UAT) to ensure a seamless transition to the new system.
• Gather and document business requirements, translating them into functional specifications for ERP configuration.
• Create, update and maintain T&C on Shopify to support promotions, discounts and other marketing initiatives while ensuring compliance with legal requirements.
• Troubleshooting and resolving system issues related to inventory management, order processing, and data synchronization across different platforms. 
• Conduct end-to-end testing and website (QA), including order placement, payment processing and shipping. Perform regular quality assurance checks to identify and report errors or bugs.
• Act as a point of contact for users experiencing system-related problems.

Product Setup & Master Data

• Accurately and efficiently create and maintain product information across all platforms, including CIN7, Shopify and 3PL portals. This includes uploading product details, images, pricing and inventory data.
• Standardization, maintain accurate and up-to-date master SKU data across all systems including managing product variants, bundles and kits.

Inventory Reconciliation

• Perform regular inventory reconciliation across all platforms and physical warehouses. Investigate and resolve discrepancies, including end-of-month analysis and year end stocks take coordination.
• Generate and analyse key inventory reports from 3PL providers to track stock level, movement and identify potential issues.
• Reconcile Amazon inventory, file and track delivery claim with Amazon to recover losses from damaged or lost shipments.

Collaboration and Process Improvement

• Coordinate with cross functional team i.e. Operations, Finance, Data, Growth & Brand team to ensure projects implemented are met.
• Identify opportunities to improve system efficiency and data accuracy. Contribute to the development and implementation of new processes and workflows.

Role requirements

• Bachelor’s degree in Information Technology, Computer Science, Business Administration, Supply Chain Management or related field preferably within the retail and consumer goods industry.
• 2-3+ years of experience in ERP system management especially in configuring, deploying, upgrading operational systems, familiarity with industry specific processes (e.g : Supply Chain, logistics, manufacturing) is often preferred.
• Strong understanding and experience with operational systems like ERP (i.e. NetSuite). 
• Experience with Shopify store administration and 3PL portal management.
• Strong analytical and problem solving skills, with the ability to communicate complex technical information to non-technical stakeholders.
• Strong attention to details and ability to work in a fast-paced environment.

Skills

• ERP system management and configuration.
• Data analysis and visualization
• Strong analytical and problem solving abilities
• Excellent data entry skills with a high level of accuracy
• Excellent communication and interpersonal skills
• Business process improvement and optimization
• Ability to work independently and prioritize multiple tasks and projects.