Inventory & Operations Coordinator

Inventory & Operations Coordinator
Company: Our client; Santa Monica, CA
Location: Remote (Global)
Job Type: Part-Time, Project-Based 10-15 hrs/week for 2 months
Working Hours: Minimum 2 hours of daily overlap with Pacific Time (PT)
Reports To: Dr. Valerie Kanter & Apple Camacho ·
Communication: Email ·
Interviews: Tova Mac
Job Overview
Our client is a growing specialty dental practice expanding into membership-style
wellness programs with supplements and retail products. We are hiring an Inventory &
Operations Coordinator for a focused project: complete our Sortly inventory buildout and
create an AI-driven ordering system across all of our supplier accounts (~25 vendors plus
Amazon, ~30 products). This is a build-and-teach role — the goal is a system that runs itself,
with our team trained to operate it, including adding new products in-house, with no continued
off-site support after handoff. The core outcome: always have enough product on hand
(supplements, test kits, and office supplies)….and never run out!
Build Plan & Timeline
Phase 0 — Sortly foundation (Week 1)
Complete our Sortly account: add missing products, and fill every field on all items — photos,
prices, velocity-based minimum levels, vendor tags, and notes (vendor item #s + billing codes).
Link manufacturer barcodes, guide the team to print QR labels for kits, and run a full opening
count with our on-site team member.
Phase 1 — Never-run-out baseline (Weeks 2–3)
Bulk-configure low-stock alerts at min levels. Set up recurring Amazon Business orders for office
supplies from purchase history. Build the Ordering Hub sheet (stock + velocity + vendor + lead
time per item). Train the on-site liaison on daily scan-in/scan-out.
Phase 2 — AI reorder engine + approval flow (Weeks 4-6)
A daily automated job reads Sortly stock levels and generates ready-to-place order proposals
per vendor — factoring per-vendor shipping speeds and lead times, backorder-prone suppliers,
minimum order quantities, and our actual sales patterns — delivered as a digest with one-click
approval. Map every item to its ordering channel (Fullscript, direct portal, or Amazon) and build
out our Fullscript catalog to match.
Phase 3 — Auto-placement + exceptions (Weeks 6-8)
Automate order placement for our top vendors: API/integration where available (Amazon
Business, Fullscript), AI browser agents with vault-stored logins for portal-only vendors. Two
tiers: routine items order fully automatically; designated items queue for one-click approval.
Parse order-confirmation emails to detect backorders and ETAs automatically. Deliver a
bi-weekly stock-health digest. Document everything and hand off: a 15-minute
add-a-new-product workflow our team runs alone.
Key Responsibilities
● Master Sortly and complete the buildout — every item, every field, structured for
automation
● Train our on-site team member (all physical scanning and counts are done on site — this
role is fully remote): scanning products in when received and out when sold, plus
recurring communication checkpoints and a standing needs-list
● Build the AI ordering workflows connecting Sortly to each supplier account, with the
reorder logic above
● Set up and maintain recurring Amazon orders for office supplies (not scanned out) from
purchase history
● Create feature profiles for our products, build out our Fullscript catalog to match, and
create promotional material for patient subscription recommendations
● Document every workflow so the system runs without continued off-site support after the
engagement
Role boundary: the coordinator designs, builds, and maintains the ordering system — they do
not personally place orders or hold purchasing authority. Orders execute automatically or with IE
team approval, with spending rules and caps configured to our specification.
Must-Haves
● 3+ years of experience in inventory, operations, procurement, or administrative operations
● Hands-on automation experience: workflow platforms (Make, Zapier, or n8n), spreadsheet
automation (Google Sheets / Apps Script), and AI tooling (Claude or ChatGPT APIs)
● Experience with browser automation or AI agents for portal-based tasks
● Experience training others on software (remote training)
● Strong organizational skills and attention to detail
● Comfortable working independently in a remote environment
● Strong English communication skills
Nice-to-Haves
● Experience in healthcare, dental, wellness, supplements, or other product-based
businesses
● Experience with Sortly specifically (imports, alerts, labels, webhooks/API)
● Experience with Fullscript or practitioner supplement platforms
● Experience supporting a fast-growing business
Tools / Tech
● Sortly (inventory system of record)
● Fullscript
● Amazon Business
● Google Workspace · Excel / Google Sheets · Apps Script
● Automation platforms: Make, Zapier, or n8n
● AI tools: Claude, ChatGPT (reorder logic, email parsing, browser agents)
What Success Looks Like
● Zero stock-outs on supplements, test kits, and office supplies
● Sortly 100% complete and accurate — the single source of truth
● Ordering runs automatically and intelligently across all supplier accounts — no one has to
remember to order anything
● Fullscript catalog matches our products; subscription recommendations actively promoted
● Our team operates the system fully independently after handoff — new products added
in-house, no ongoing external support

Skills

3+ years in inventory, operations, or procurement with hands-on automation experience (Make, Zapier, n8n, Google Apps Script), browser automation/AI agents, remote software training ability, and strong English communication.

Healthcare, dental, wellness, or product business background; specific experience with Sortly, Fullscript, or supporting fast-growing companies.