ERP Operations Coordinator (Fishbowl ERP) - Freelance, Remote
Magic One
ERP Operations Coordinator (Fishbowl ERP) - Freelance, Remote
Description\nAbout the Client
A fast-growing, U.S.-based medical device company supporting high-stakes surgical needs for hospitals and independent sales reps. The business relies on Fishbowl ERP as its operational backbone to manage orders, inventory, and logistics across multiple stakeholders. The culture is fast-paced, execution-driven, and highly collaborative, with strong emphasis on accuracy, responsiveness, and compliance.\n
Why does this role exist?
This role exists to bring structure, speed, and accuracy to day-to-day operations so the VP can focus on strategic, revenue-driving initiatives. By owning Fishbowl ERP workflows, order/inventory integrity, and executive coordination, the ERP Operations Coordinator will reduce bottlenecks, eliminate disorganization, and ensure audit-ready records. The ideal hire will be a calm, decisive gatekeeper who can master enterprise tools quickly and thrive amid high-energy interactions from sales reps and surgeons.
The Impact you’ll makeERP and Order-to-Cash Ownership\nEnter, track, and reconcile sales orders, transfers, and invoicing within Fishbowl ERP with high accuracy.\nMaintain clean product, customer, and vendor records; monitor inventory levels and resolve discrepancies.\nGenerate and maintain operational reports to support decision-making and billing timeliness.\nInventory, Shipping, and Logistics Coordination\nCoordinate inbound/outbound shipments; liaise with warehouses/shippers to meet delivery timelines.\nReconcile receiving, transfers, and returns/RMAs; ensure documentation is complete and audit-ready.\nImplement and uphold standardized procedures for pick/pack/ship and inventory movements.\nExecutive Support and Gatekeeping\nManage the VP’s calendar, inbox, meetings, travel, and follow-through with precision and discretion.\nServe as the first line of contact via Zoom Phone/WhatsApp; triage requests and protect executive time.\nPrepare briefing docs, meeting notes, and executive communications; ensure actions are tracked to completion.\nCross-Functional and Stakeholder Liaison\nCoordinate daily with sales, shipping, accounting, and marketing to keep operations aligned.\nProvide timely updates to sales reps and external partners; maintain accurate records in AcuityMD (CRM).\nSupport product and marketing collateral updates; ensure files and documentation are organized in Dropbox.\nProcess, Documentation, and Audit Readiness\nCreate, refine, and maintain SOPs for order, inventory, and billing workflows.\nClean up file systems and naming conventions to ensure traceability and compliance.\nDrive continuous improvement to reduce errors, shorten cycle times, and support scalability.\n
Skills, Knowledge and ExpertiseRequired:\n3+ years managing operations, orders, or inventory in Fishbowl ERP or similar (NetSuite, SAP, QuickBooks).\n2–3 years in marketing coordination, sales support, or product support.\nProven experience supporting senior leadership or acting as an Executive Assistant in a fast-paced environment.\nAdvanced Microsoft 365 skills (Excel, Outlook, Word); comfort with ERP reporting and data hygiene.\nDemonstrated composure under pressure; exercises sound judgment with confidential information.\nWFH Set-Up:\nComputer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.\nInternet speed of at least 40MBPS\nHeadset with an extended mic that has noise cancellation and a webcam\nBack-up computer and internet connection\nQuiet, dedicated workspace at home\n\n\nYour Superpowers:\nERP fluency: Fishbowl superuser (or similar ERP) across order-to-cash, inventory control, and invoicing.\nExcel proficiency: lookups, pivot tables, data cleansing, and reconciliation.\nClear, professional communicator; strong writing, documentation, and follow-through.\nGatekeeping with tact and authority; confident, diplomatic, and assertive when needed.\nExceptionally organized; systems thinker who builds and improves SOPs.\nCalm, emotionally steady presence in high-energy, time-sensitive situations.\nFamiliarity with medical device/surgical inventory terms is a plus; bilingual English/Spanish is a plus.\nComfortable with Microsoft 365, Dropbox, AcuityMD (CRM), Zoom Phone, WhatsApp, and Zoom.\nYou should apply if...\nYou thrive in a high-pressure, mission-critical operations environment and stay composed under stress.\nYou love creating order from chaos: cleaning data, tightening processes, and building repeatable workflows.\nYou take ownership, move fast with accuracy, and hold yourself to high standards of responsiveness.\nYou are a confident gatekeeper who can prioritize, say “no” or “not now” respectfully, and protect executive time.\nYou learn enterprise tools quickly and enjoy partnering closely with sales, accounting, shipping, and marketing.\nYou value discretion, professionalism, and delivering results that are audit-ready.\n\nWhat to expect...
\nWork Setup:\nRemote position\nMust have a reliable internet connection and a quiet workspace\nRequired to provide own computer with Intel Core i5 or something similar or higher operating system\nWorking Hours:\n40 hours per week\nMonday - Friday, 8 am to 5 pm Eastern Time\nCompensation:\n$7 per hour\nNo benefits package included\n
Benefits
Department: Support & Leadership
Employment Type: Full Time
Location: Philippines
Reporting To: Client via Magic
Compensation: $7.00 / hour
Description\nAbout the Client
A fast-growing, U.S.-based medical device company supporting high-stakes surgical needs for hospitals and independent sales reps. The business relies on Fishbowl ERP as its operational backbone to manage orders, inventory, and logistics across multiple stakeholders. The culture is fast-paced, execution-driven, and highly collaborative, with strong emphasis on accuracy, responsiveness, and compliance.\n
Why does this role exist?
This role exists to bring structure, speed, and accuracy to day-to-day operations so the VP can focus on strategic, revenue-driving initiatives. By owning Fishbowl ERP workflows, order/inventory integrity, and executive coordination, the ERP Operations Coordinator will reduce bottlenecks, eliminate disorganization, and ensure audit-ready records. The ideal hire will be a calm, decisive gatekeeper who can master enterprise tools quickly and thrive amid high-energy interactions from sales reps and surgeons.
The Impact you’ll makeERP and Order-to-Cash Ownership\nEnter, track, and reconcile sales orders, transfers, and invoicing within Fishbowl ERP with high accuracy.\nMaintain clean product, customer, and vendor records; monitor inventory levels and resolve discrepancies.\nGenerate and maintain operational reports to support decision-making and billing timeliness.\nInventory, Shipping, and Logistics Coordination\nCoordinate inbound/outbound shipments; liaise with warehouses/shippers to meet delivery timelines.\nReconcile receiving, transfers, and returns/RMAs; ensure documentation is complete and audit-ready.\nImplement and uphold standardized procedures for pick/pack/ship and inventory movements.\nExecutive Support and Gatekeeping\nManage the VP’s calendar, inbox, meetings, travel, and follow-through with precision and discretion.\nServe as the first line of contact via Zoom Phone/WhatsApp; triage requests and protect executive time.\nPrepare briefing docs, meeting notes, and executive communications; ensure actions are tracked to completion.\nCross-Functional and Stakeholder Liaison\nCoordinate daily with sales, shipping, accounting, and marketing to keep operations aligned.\nProvide timely updates to sales reps and external partners; maintain accurate records in AcuityMD (CRM).\nSupport product and marketing collateral updates; ensure files and documentation are organized in Dropbox.\nProcess, Documentation, and Audit Readiness\nCreate, refine, and maintain SOPs for order, inventory, and billing workflows.\nClean up file systems and naming conventions to ensure traceability and compliance.\nDrive continuous improvement to reduce errors, shorten cycle times, and support scalability.\n
Skills, Knowledge and ExpertiseRequired:\n3+ years managing operations, orders, or inventory in Fishbowl ERP or similar (NetSuite, SAP, QuickBooks).\n2–3 years in marketing coordination, sales support, or product support.\nProven experience supporting senior leadership or acting as an Executive Assistant in a fast-paced environment.\nAdvanced Microsoft 365 skills (Excel, Outlook, Word); comfort with ERP reporting and data hygiene.\nDemonstrated composure under pressure; exercises sound judgment with confidential information.\nWFH Set-Up:\nComputer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.\nInternet speed of at least 40MBPS\nHeadset with an extended mic that has noise cancellation and a webcam\nBack-up computer and internet connection\nQuiet, dedicated workspace at home\n\n\nYour Superpowers:\nERP fluency: Fishbowl superuser (or similar ERP) across order-to-cash, inventory control, and invoicing.\nExcel proficiency: lookups, pivot tables, data cleansing, and reconciliation.\nClear, professional communicator; strong writing, documentation, and follow-through.\nGatekeeping with tact and authority; confident, diplomatic, and assertive when needed.\nExceptionally organized; systems thinker who builds and improves SOPs.\nCalm, emotionally steady presence in high-energy, time-sensitive situations.\nFamiliarity with medical device/surgical inventory terms is a plus; bilingual English/Spanish is a plus.\nComfortable with Microsoft 365, Dropbox, AcuityMD (CRM), Zoom Phone, WhatsApp, and Zoom.\nYou should apply if...\nYou thrive in a high-pressure, mission-critical operations environment and stay composed under stress.\nYou love creating order from chaos: cleaning data, tightening processes, and building repeatable workflows.\nYou take ownership, move fast with accuracy, and hold yourself to high standards of responsiveness.\nYou are a confident gatekeeper who can prioritize, say “no” or “not now” respectfully, and protect executive time.\nYou learn enterprise tools quickly and enjoy partnering closely with sales, accounting, shipping, and marketing.\nYou value discretion, professionalism, and delivering results that are audit-ready.\n\nWhat to expect...
\nWork Setup:\nRemote position\nMust have a reliable internet connection and a quiet workspace\nRequired to provide own computer with Intel Core i5 or something similar or higher operating system\nWorking Hours:\n40 hours per week\nMonday - Friday, 8 am to 5 pm Eastern Time\nCompensation:\n$7 per hour\nNo benefits package included\n
Benefits
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