Operations Specialist

Welcome to IBG!

IBG (Innovative Beauty Group) is a global one-stop beauty shop. By partnering with our clients as an extension of their teams, we bring beauty visions to life. IBG consists of more than 300 colleagues spread over 13 locations worldwide.

IBG North America specializes in turnkey solutions, private label and packaging in the beauty industry. Together, we are concept builders and boosters with global opportunities for well-known retailers and brands.

We are currently seeking an Operations Specialist to join our team. In this role, you will oversee the full order lifecycle, partnering closely with customers, vendors, and cross-functional teams to ensure accurate order execution, timely resolution of issues, and outstanding service delivery.

Success in this role requires strong communication, attention to detail, and a customer-first mindset. You will build and maintain positive relationships, monitor vendor performance, troubleshoot operational challenges, and drive solutions that support customer satisfaction and business success.

This position is for an existing vacancy.

IN THIS ROLE, YOU WILL

• Manage order execution to maintains good relationships and drives orders/projects from start to finish -- from introduction of services through timely delivery of order.
• Provide accurate, timely, and knowledgeable responses to inquiries about order process/services.
• Data Entry in ERP system and order process procedures · Review/approve & process Roberts Sales Order acknowledgement as needed, solving order issues.
• Perform regular systems updates and maintains all necessary systems record to reflect current approval and order status.
• Communicate with customers regarding inquiries, sales order acknowledgement, artwork, proofs & customer approvals on pre-production samples (PPS), bulk samples/quality assurance (QA) samples, and production samples (PS), payment collections, freight estimate & approval.
• Serve as the primary liaison between customers and IBG West/RB cross functional teams.
• Communicate with customers accurately, determine order lead-time, and ensure manageable work streams.
• Communicate order status to customers regularly and upon request, and troubleshoots customers’ order issues, problems, and provides answers to customer questions.
• Work effectively with Roberts overseas offices and vendors/factories regarding customer needs, changes, or any manufacture issues during order execution
• Maintain good morale among team members through personal attention and clear, assertive action.